ACCOUNTS RECEIVABLE TECHNICAL MANUAL · PDF fileACCOUNTS RECEIVABLE TECHNICAL MANUAL ......

Department of Veterans Affairs Decentralized Hospital Computer Program

ACCOUNTS RECEIVABLE

TECHNICAL MANUAL

Version 4.5

March 1995

Information Systems Center Washington, D.C.

Preface This Technical Manual is designed to provide the Site Manager with information necessary to install, maintain, and troubleshoot Version 4.5 of the Accounts Receivable package. The Accounts Receivable package automates the Fiscal functions related to the management of Accounts Receivable, and is integrated with the Integrated Billing (IB) package process of preparing patient Bills on the UB-92. The Accounts Receivable package is also integrated with the National Roll-Up database.

March 1995 AR V. 4.5 Technical Manual i

Preface

AR V. 4.5 Technical Manual March 1995 ii

Table of Contents Introduction - Overview of Accounts Receivable...................................................................... 1

Billing/Establishing Accounts Receivable.................................................................... 1Collections of Accounts Receivable............................................................................. 1Patient Account Profiling............................................................................................ 1

Implementation and Maintenance............................................................................................. 3Implementation........................................................................................................... 3Maintenance............................................................................................................... 3

Accounts Receivable Routines................................................................................................. 5Mapped Routines.................................................................................................................... 13Listing of Accounts Receivable Input Templates...................................................................... 19Listing of Accounts Receivable Print Templates...................................................................... 21Listing of Accounts Receivable Sort Templates....................................................................... 23Accounts Receivable Integration with Integrated Billing/National Roll-Up............................... 25

AR Integration with Integrated Billing......................................................................... 25Returning Bills to Originating Service......................................................................... 29AR Integration with Integrated Billing......................................................................... 30References.................................................................................................................. 34AR Integration with National Roll-Up......................................................................... 35

Scope of Acounts Receivable 4.0............................................................................................. 37Callable Routines....................................................................................................... 37Journaling.................................................................................................................. 37Purging/Archiving Data.............................................................................................. 37External Relations...................................................................................................... 37Internal Relations....................................................................................................... 38Package wide Variables.............................................................................................. 38

File Definitions and Key Variables.......................................................................................... 39Accounts Receivable Files.......................................................................................... 39

Accounts Receivable Menu Structure and Option Definitions................................................... 43Accounts Receivable Menu [PRCAT USER].............................................................. 44Billing [PRCA BILL]................................................................................................. 48Finance AR Manager Menu [PRCA MANAGER MENU].......................................... 49Clerk's AR Menu [PRCA CLERK MENU]................................................................ 50Supervisor's AR Menu [PRCAF SUPERVISOR MENU]........................................... 69Agent Cashier [PRCAY MASTER]............................................................................ 72Unassigned Options.................................................................................................... 76Other Options (Not Assigned to User’s Menus)........................................................... 76

Accounts Receivable Cross-References.................................................................................... 79Operating Specifics................................................................................................................. 87

Introduction................................................................................................................ 87Sizing Information...................................................................................................... 87Recommended Equipment........................................................................................... 87Translation Tables...................................................................................................... 88

On-line Documentation........................................................................................................... 89Appendix 1: AR Archiving Checklist and Troubleshooting Guide............................................. 91

: FMS Documents................................................................................................. 95Appendix 2Detailed Cash Receipt (CR) Document....................................................................... 96

March 1995 AR V. 4.5 Technical Manual iii

Table of Contents

Summary Cash Receipt (CR) Document..................................................................... 99Overcollection Payment (OP) Document..................................................................... 102Write-Off (WR) Document......................................................................................... 105Standard Voucher (SV) Document.............................................................................. 108Billing (BD) Document- Refund.................................................................................. 112Billing (BD) Document- Reimbursement..................................................................... 116Confirmation Document.............................................................................................. 120Reconciliation Document............................................................................................ 124

Glossary................................................................................................................................. 125

AR V. 4.5 Technical Manual March 1995 iv

Revision History Initiated on 12/29/04

Date Description (Patch # if applic.) Project Manager Technical Writer 12/29/04 Updated to comply with SOP 192-

352 Displaying Sensitive Data. Mary Ellen Gray

12/29/04 Pdf file checked for accessibility to readers with disabilities.

Mary Ellen Gray

Introduction - Overview of Accounts Receivable This Accounts Receivable (AR) software has resulted from a separation of Accounts Receivable functions from the Integrated Funds Distribution, Control Point Activity, Accounting and Procurement (IFCAP) package. It allows Fiscal Service to manage the debt collection process at a VA facility.

BILLING/ESTABLISHING ACCOUNTS RECEIVABLE

Bills are generated using either the AR billing module, or the Integrated Billing (IB) package. Once approved at the service level, these bills are processed by an Accounts Receivable Clerk, and an Accounting Technician (exception: accrued bills such as Pharmacy Copay and Means Test bills are not audited by the Accounting Technician). Once the new Accounts Receivable processing of bills is completed, bills are automatically transmitted to the FMS system in Austin, Texas. It is at this point that the bills are considered "active" and subject to the debt collection process. All calculations of interest charges, administrative costs and payment schedules are handled by the AR system, as is the printing of patient statements and follow-up letters.

COLLECTIONS OF ACCOUNTS RECEIVABLE

Payments are entered via the Agent Cashier's menu. There are options to enter cash, check/money order, or credit card payments, and prepayments are easily accommodated. The AR system provides the Receipt Number Reconciliation Report option to allow the Agent Cashier to reconcile the payments recorded for a given day against funds actually collected. When reconciliation is completed, the Agent Cashier can then approve a payment batch. Once a payment batch is approved, it will be posted automatically overnight in a batch process. Any errors occurring during posting will be identified on the 215 Report.

PATIENT ACCOUNT PROFILING

The Agent Cashier menu also includes the ability to profile a patient type debtor's account. Rather than having to profile an individual Bill to determine the number and amounts of outstanding bills for a patient, the Agent Cashier can enter a patient's name, social security number, or a Bill number to view the profile of the entire patient account.

March 1995 AR V. 4.5 Technical Manual 1

Introduction

AR V. 4.5 Technical Manual March 1995 2

Implementation and Maintenance

Implementation and Maintenance

IMPLEMENTATION

Before the Accounts Receivable software can run properly at your site, it requires certain start-up information. Once the software has been installed, setup your system by defining the following:

Site Parameter Edit Menu [PRCAF Supervisor Menu]Use the following options in this sub -menu to define parameters for your site:

Group ParametersInterest/Admin/Penalty RatesIRS ParametersStatement Parameters

Agency Location Code [PRCAF Supervisor Menu]Use this option to establish the Agency Location Code (ALC) for your site.

MailgroupsThe following mailgroups should already be setup from previous versions of Accounts Receivable. If they are not, they need to be created for proper usage of version 4.5.

PRCA Adjustment Trans Enter appropriate users to this mail group who will receive electronic mail messages regarding Automatic Decrease Adjustment to Bills, balance discrepancies, and patient deaths.

IRS Enter appropriate users to this mail group necessary to mon itor IRS transactions.

PRCA ERROR This group is for the background job when it finds any corruption in the table files.

FMS Information from FMS in reference to FMS documents is sent to this fiscal mailgroup.

Accounts Receivable Nightly Process Background Job – PRCA NIGHTLY PROCESS

The PRCA NIGHTLY PROCESS option should be queued to run daily at a recommended time of 2am. The following jobs are driven by the process.

1. Verification of the following Accounts Receivable files. AR EVENT TYPE (#341.1) ACCOUNTS RECEIVABLE CATEGORY (#430.2) ACCOUNTS RECEIVABLE TRANS.TYPE (#430.3)

If these files do not match what was distributed by the Accounts Receivable package, a MailMan bulletin, PRCA NIGHTLY PROCESS ABORT, is sent to the mail groups defined in the bulletin and the PRCA NIGHTLY PROCESS will stop.

2. Interest and administrative charges are added to non -patient type bills.

3. The CCPC Patient Statements are processed if it is five days before the This includes setting OPEN status bills to a ss statement day.’site tatus

of ACTIVE and setting OPEN prepayments to REFUND REVIEW if the bills are ready for REFUND REVIEW.

4. Statement days for non-patient type bills are set or reset.

5. Receipts are checked for the following conditions: Receipt errored out during posting. Receipt has not been processed. Receipt is ready for posting.

If any of these conditions exist, a MailMan message is sent to the PRCA ERROR mail group.

6. Receipts older than six months are purged.

7. The IRS Master Code Sheets are created if the date is betw een Nov. 21st

and Dec. 6th.

8. The IRS Master Weekly Code Sheets are created if it is a Monday and it is not between July 24 th and Aug. 5th, or it is not between Nov.15 th and Jan. 21st.

9. IRS Pre-Offset Code Sheets will be created on July 25 th.

10. Patient Statement events previous to the last two statements will be purged from the AR EVENT file.

11. A check will be made on the bill numbering series.

12. A check will be made on the event numbering series.

13. Deposit tickets are checked for errors and not being processed.

14. Deposit tickets are purged if processed and older than 60 days.

15. AR FMS DOCUMENTS (#347) will be purged if ACCEPTED and older than 34 days.

16. OBRs over sixty days old are deleted.

17. The AR DATA COLLECTOR is run if it is the first day of the month.

18. The BAD DEBT REPORT is sent if it is the third workday of the month.

19. IG QUARTERLY REPORTS are sent on the 1 st and 15th each quarter.

20. DMC 90 Day Masters are sent on the last Thursday of the month.

21. DMC 90 Day Weekly updates are sent on every Tuesday.

22. Uniform Billing forms and HCFA forms for the Reimbursable Health Insurance bills are printed after the first 45 days and 30 days and 60 days after the first 45 days on the device defined in Integrated Billing as the device for that form type.

23. Non-patient type bills are printed (e.g., ex-employee, employee, and vendor) on the device defined in the Report Printer in the AR Site Parameters.

24. IRS OFFSET letters are printed between Sept. 1 st and Sept. 20th

according to the DATE OF IRS OFFSET LETTER field (#3.02) in the AR SITE PARAMETER file (#342).

25. The Unprocessed Document List is printed on the Report Printer defined in the AR Site Parameters.

26. The Follow-up List is printed on the Report Printer defined in the AR Site Parameters.

27. The Comment List is printed on the Re port Printer defined in the AR Site Parameters.

If the process fails to complete, the user is notified when entering the ’Clerks AR Menu, and a MailMan message is sent to the PRCA ERROR

and RCCPC STATEMENTS mail groups. To run the PRCA NIGHTLY PROCESS again, the user can enter the One -time Option Queue [XU OPTION QUEUE] option under the TaskMan Management menu [XUTM MGR]. The job should be run when no one is on the system.

MAINTENANCE

Updating System Information Once the implementation information has b een defined for your system, the following Supervisor's AR options will allow you to maintain this information:

Site Parameter Edit Menu Use the options in this menu to define the following for your site:

Group ParametersInterest/Admin/Penalty RatesIRS ParametersStatement Parameters

OTHER MAINTENANCE ISSUES

Edit/Add 'Bill Resulting From' ListAn initial 'Bill Resulting From' list should be included with your software. Use this option to edit existing entries or add new ones.

Delete an Incomplete TransactionOccasionally system failure may result in incomplete AR transactions. Use this option to remove such transactions and maintain system integrity.

Edit Form LettersUnder the Form Letter Menu, this option allows you to edit the text of a form letter. This is to be used only in the instance where District Counsel or VACO changes the wording or format before a scheduled release of Accounts Receivable.

BulletinThis process runs nightly checking files 341.1(AR Event Type), 430.2(Accounts Receivable C ategory), and 430.3(Accounts Receivable Trans. Type). If errors are detected an error message is sent to users of the PRCA ERROR mail group and the background is prevented from running.

Accounts Receivable Routines

The Accounts Receivable routines use the namespaces PRCA and RC. For all Accounts Receivable routines, the next letter(s) in the routine name also provide guidance as to the module to which that routine belongs. The breakdown of the Accounts Receivable internal namespaces is as follows:

PRCA Accounts Receivable PRCAB Billing Routines PRCADR Address Routines PRCAF IB/FMS Routines PRCAG Patient Statement Routines PRCAHIS Transaction History Routines PRCALT Collection Letter Routines PRCANRU National Roll-Up Routines for current NDB Software PRCAOFF IRS Offset Routines PRCAPAY Payment Routines PRCAT Compiled Template Routines PRCAUT Utility Routines PRCAW Write off Routines PRCAX Medical CoPay Exemptions PRCAY Agent Cashier Routines PRY Accounts Receivable Patches, Conversions and Installs RCAM Account Management Module RCEV Event Driver Module RCMS Site Parameter Module RCY Agent Cashier Module

The routines distributed with Accounts Receivable Version 4 .5 are listed and briefly described below.

PRCAACC Calculates AR accrual totals.

PRCAADBO This routine calculates admin/interest charges.

PRCAADIN This routine calculates admin/interest charges.

PRCAAPR This routine generates an account profile for an AR debtor.

PRCAAPR1 Continuation of PRCAAPR.

PRCAATR This routine displays the transaction profile for a Bill.

PRCABD This routine displays/prints the Bill (1114, 1080, and 1081) generated by a service.

PRCABIL This routine is used to create variou s cross-references for file 430.

PRCABIL1 This routine is used to process the billing options -New Bill (Enter), Edit Bill, Cancel Bill, Pending Bills List, Incomplete Bills List.

PRCABIL2 Continuation of PRCABIL1.


PRCABIL3 This routine is used to approve a Bill.

PRCABJ Nightly process for accounts receivable.

PRCABJ1 Nightly process for open Bill update.

PRCABJV Verification for background.

PRCABP1 This routine prints a 1081 Bill.

PRCABP2 This routine prints a 1080 Bill.

PRCABPF This routine prints Bill forms.

PRCACM Comment adjustment transaction.

PRCACLM CALM code sheet generator.

PRCACOL Payment history report.

PRCACV10 Compiles all print and input templates and cross references.

PRCADCDJ This routine is a main routine to process District Counsel (DC) and Department of Justice (DOJ) transactions - Refer to DC/DOJ, Re-refer to DC/DOJ, Returned from DC/DOJ.

PRCADCJ1 Continuation of PRCADCDJ.

PRCADEL This routine prints the delinquent Accounts Receivable.

PRCADIN This routine deletes an incomplete transaction.

PRCADJ This routine is used to adjust the principal balance Adjustment to AR.

PRCADR This routine displays items for the Accounts Receivable profile.

PRCADR1 Continuation of PRCADR.

PRCADR2 Continuation of PRCADR1.

PRCADR3 This routine displays items for a Transaction Profile.

PRCAEA This routine acts as a lock for inactivate/reactivate vendors.

PRCAEA1 Continuation of PRCAEA.

PRCAEIN This routine is used to edit incomplete Accounts Receivable.

PRCAEOL This routine is used to edit an incomplete old Accounts Receivable.

PRCAEXM This routine is used to adjust administrative costs.

PRCAFBD Builds the FMS Billing Document.

PRCAFBD1 FMS Billing Document utilities.

PRCAFBDM Builds the FMS Modified Billing Document.

PRCAFBDU FMS utilities.

PRCAFDCT View stacker information.

PRCAFN This routine supports various functions for IB package.

PRCAFN1 Functions to return AR data.



PRCAFOR Via a form from billing module.

PRCAFUT FMS utilities.

PRCAFWO Builds the FMS Write-Off Document.

PRCAG This function reprints statement/letter option entries.

PRCAGD Balance discrepancy message.

PRCAGDR Balance discrepancy report.

PRCAGDT Balance discrepancy report text.

PRCAGF Prints form letters.

PRCAGF1 Continuation of PRCAGF.

PRCAGP Prints patient statement/letters.

PRCAGS Patient statement.

PRCAGST Prints patient statements.

PRCAGST1 Prints patient statement bottom.

PRCAGST2 Prints patient statement summary.

PRCAGT Builds patient statement transaction list.

PRCAGU Patient statement utility.

PRCAHIS Transaction history report.

PRCAHIS1 Continuation of PRCAHIS

PRCAHOL This routine is used to place a hold on sending collection letters and removes the hold.

PRCAINS1 PREinit cleanup.

PRCAINST PREinit cleanup.

PRCAKBT Builds temporary archive file.

PRCAKBT1 Continuation of PRCAKBT.

PRCAKM Marks as pending archive.

PRCAKMR Prints status of pending archive.

PRCAKS Remove records-marked as archived.

PRCAKTP Purges temporary archive file.

PRCAKUN Unmark pending archive.

PRCALET This routine is used to edit or print form letters.

PRCALM Creates CALM code sheet for new transactions.

PRCALST This routine is used to print the following AR output: Incomplete, Active, Written-Off, Returned, Referred to DC/DOJ, Referred to COWC.



PRCALST1 This routine prints AR Category lists upon request. It includes an entry point to print just the C Means AR Category list.

PRCALT2 Continuation of PRCALT1A.

PRCAMARK This routine marks a transaction as valid or inval id. Marking a transaction as invalid will prevent it from appearing on the patient statement.

PRCAMAS This routine is used to print Fiscal/MAS reconciliation reports - Bill Incomplete, Suspended, and Complete (other than 3rd party Bill).

PRCAMESG This routine provides answers for ? from Accounts Receivable routines.

PRCAMRKC Checks mark/unmark transaction for account balance.

PRCANRU This routine compiles and sends data to the National Roll-Up interface.

PRCANRU0 Continuation of PRCANRU.

PRCANTE0 Package check sum checker.

PRCANTE1 Package check sum checker

PRCANTEG Package check sum checker.

PRCAOFF This routine prints IRS Offset letters.

PRCAOFF1 This routine forwards IRS Offset letters to Austin.

PRCAOFF2 This routine is a continuation of PRCAOFF1.

PRCAOFF3 This routine prints reports of IRS offset amounts.

PRCAOLD This routine establishes an old Accounts Receivable.

PRCAPAT Assigns PAT ref #.

PRCAPAT1 Continuation of PRCAPAT.

PRCAPAY This routine is used to process payment transactions.

PRCAPAY1 Continuation of PRCAPAY.

PRCAPAY2 Continuation of PRCAPAY1.

PRCAPAY3 Continuation of PRCAPAY2.

PRCAPCL Prints pending CALM code report.

PRCAPRO This routine is used to display/print a profile of an Accounts Receivable.

PRCAPTR Prints pending transaction.

PRCAQUE This routine is used to queue Accounts Receivable output and provides calls for date input.

PRCAREP This routine generates a repayment plan and prints the repayment profile.



PRCAREPT This routine prints the following AR reports: MAS Reconciliation Report, 3rd Party, Referred to DC/DOJ, DC Debt Collection, and Contingent 3rd Party.

PRCARETN This routine is used to return a Bill to service.

PRCARFD This routine is used to review and approve bills with credit balances under the Refund, Review, and Approve menu option.

PRCARFD1 Approve refund and gererate FMS document.

PRCARFD2 Generate FMS Document.

PRCARFD3 List refunds to be approved.

PRCARFP This routine prints the payments posted from the prepayment report.

PRCARFU This routine is the main utility routine for processing credit balances to a patient's account.

PRCARPS This routine prints a payment statement for AR with a repayment plan.

PRCARPS1 Continuation of PRCARPS.

PRCASER This routine accepts bills from the Integrated Billing package.

PRCASER1 This routine accepts transactions from the Integrated Billing package.

PRCASET This routine establishes a new Accounts Receivable.

PRCASIG This routine processes the electronic signature codes for AR.

PRCASVC This routine is used to pass billing information from IB into the AR system.

PRCASVC1 Continuation of PRCASVC.

PRCASVC3 Continuation of PRCASVC2.

PRCASVC6 Check out AR Bill.

PRCAUDT This routine is used to audit a new electronic Bill.

PRCAUDT1 Continuation of PRCAUDT.

PRCAUPD This routine is used to update the following Accounts Receivable data -- Debtor's address, 3rd Party Information, and Locate the Debtor. This routine also runs the Refer to COWC option.

PRCAUT1 This is an AR utility routine that performs the following tasks applies a payment to multiple appropriations, edits Bill common numbering series, establishes a cross-reference for debtor and counts new bills.



PRCAUT2 This routine calculates interest and administrative costs; updates interest and administrative balance, current status, and the maximum numbers of letters to be printed daily; and provides a count of bills returned fro m Fiscal.

PRCAUT3 This routine is used to enter/print a comment for an Accounts Receivable.

PRCAUTL This routine is used to look up a Bill, check a debtor's active address, transfer fiscal year data between File #430 and File #433, and ask electronic signature.

PRCAWO This routine is used to process a Full Waiver/Termination transaction.

PRCAWO1 This routine charges administrative costs.

PRCAWOF This routine generates the AR Write-off report.

PRCAWREA This routine reestablishes writ ten-off bills.

PRCAWV This routine processes a Partial Waiver transaction.

PRCAX Medication copay exemption.

PRCAX1 Continuation of PRCAX.

PRCAXP Prints RX copay exemption report.

RCAM Manager debtor information.

RCAMADD Gets debtor address.

RCAMDTH Death notification for accounts receivable.

RCAMFN01 Miscellaneous AR functions.

RCAMLET Edits AR form letters.

RCCPW Co-Pay waiver.

RCCPW1 Co-Pay waiver background.

RCDPCON Confirm a Deposit Ticket.

RCDPCRE Create a Deposit Ticket.

RCDPDEP Deposit Deposit Ticket.

RCDPDRV1 Add alert.

RCDPEDT Edit Deposit Ticket.

RCDPFMS Post Deposit Ticket to FMS.

RCDPFN01 Miscellaneous Deposit functions.

RCDPLST Listing for Deposit Tickets.

RCDPUT Utilities.

RCDPVDP Void a Deposit.

RCDPVW View a Deposit Ticket.



RCEVDD1 Process event driver DD fields.

RCEVDRV1 Adds event to enter file driver.

RCEVGEN Account management adjustment.

RCEVUTL Generic event utilities.

RCEVUTL1 Generic event utilities.

RCFMCAF Conversion AR ACCTG Fields RPT.

RCFMDRV1 Add FMS Document.

RCFMFN02 Return information for FMS Document processing.

RCFMOBR Bill reconciliation list.

RCFMPUR Purge AR Documents to FMS.

RCFMUDL Unprocessed document list.

RCFN01 Miscellaneous AR functions.

RCMSDD1 Process DD site fields.

RCMSFN01 Miscellaneous site functions.

RCMSITE Edit site parameters.

RCMSNUM Assign Common Numbering Series.

RCNR4 National Roll-up count bill.

RCNR4A NRU data collector 2.

RCNR4P National Roll-Up report.

RCNR4T National Roll-Up (Count transactions).

RCNRBD Preforms calculations for current bad debt allowance.

RCNRBD1 Preforms calculations for current bad debt allowance.

RCNRSUM National Roll-Up Summary Documents.

RCNRSUM1 Retransmit NDB to FMS.

RCTRAN Transaction History report.

RCTRAN1 Transaction History report.

RCY Create/edit payment patch.

RCY215 Report queue.

RCY21A Report calculate.

RCY21B Report print.

RCYAPP Approve batch.

RCYCPAY Calculates duplicate payment.

RCYDD1 Call utilities.

RCYDD2 DD call utilities.



RCYE Payment transaction p rocessor.

RCYHLP Help text processor.

RCYLT Transaction History report.

RCYPT Post transaction from temporary file.

RCYPT2 Calculate data for FMS Document.

RCYPT3 Create FMS Document strings.

RCYPT4 Check bill status and payment amount.

RCYREC Prints receipts.

RCYTRA Transfer payment.

RCYUT Utilities.

RCYVOI Void batch.


Mapped Routines The following is a list of Accounts Receivable routines with indications of whether routine mapping is recommended, not critical, or not recommended when using a VAX/DSM operating system.

Routine Mapping Highly Recommended

Mapping Is Not Critical

Mapping Not Recommended

PRCAACC PRCAADBO PRCAADIN PRCAAPR PRCAAPR1 PRCAATR PRCABD PRCABIL PRCABIL1 PRCABIL2 PRCABIL3 PRCABJ PRCABJ1 PRCABJV PRCABP1 PRCABP2 PRCABPF PRCACLM PRCACM PRCACOL PRCACV10 PRCADCDJ PRCADCJ1 PRCADEL PRCADIN PRCADJ PRCADR PRCADR1 PRCADR2 PRCADR3 PRCAEA PRCAEA1 PRCAEIN PRCAEOL PRCAEXM PRCAFBD PRCAFBD1 PRCAFBDM PRCAFBDU PRCAFDCT


Mapped Routines




PRCAFN PRCAFN1 PRCAFOR PRCAFUT PRCAFWO PRCAG PRCAGD PRCAGDR PRCAGDT PRCAGF PRCAGF1 PRCAGP PRCAGS PRCAGST PRCAGST1 PRCAGST2 PRCAGT PRCAGU PRCAHIS PRCAHIS1 PRCAHOL PRCAINS1 PRCAINST PRCAKBT PRCAKBT1 PRCAKM PRCAKMR PRCAKS PRCAKTP PRCAKUN PRCALET PRCALM PRCALST PRCALST1 PRCALT2 PRCAMARK PRCAMAS PRCAMESG PRCAMRKC PRCANRU PRCANRU0 PRCANTE0 PRCANTE1 PRCANTEG PRCAOFF PRCAOFF1 PRCAOFF2


Mapped Routines




PRCAOFF3 PRCAOLD PRCAPAT PRCAPAT1 PRCAPAY PRCAPAY1 PRCAPAY2 PRCAPAY3 PRCAPCL PRCAPRO PRCAPTR PRCAQUE PRCAREP PRCAREPT PRCARETN PRCARFD PRCARFD1 PRCARFD2 PRCARFD3 PRCARFP PRCARFU PRCARPS PRCARPS1 PRCASER PRCASER1 PRCASET PRCASIG PRCASVC PRCASVC1 PRCASVC3 PRCASVC6 PRCAUDT PRCAUDT1 PRCAUPD PRCAUT1 PRCAUT2 PRCAUT3 PRCAUTL PRCAWO PRCAWO1 PRCAWOF PRCAWREA PRCAWV PRCAX PRCAX1 PRCAXP RCAM


Mapped Routines




RCAMADD RCAMDTH RCAMFN01 RCAMLET RCCPW RCCPW1 RCDPCON RCDPCRE RCDPDEP RCDPDRV1 RCDPEDT RCDPFMS RCDPEN01 RCDPLST RCDPUT RCDPVDP RCDPVW RCEVDD1 RCEVDRV1 RCEVGEN RCEVUTL RCFMCAF RCFMDRV1 RCFMFN02 RCFMOBR RCFMPUR RCFMUDL RCFN01 RCMSDD1 RCMSFN01 RCMSITE RCMSNUM RCNR4 RCNR4A RCNR4P RCNR4T RCNRSUM RCNRSUM1 RCTRAN RCTRAN1 RCY RCY215 RCY21A RCY21B RCYAPP RCYCPAY RCYDD1


Mapped Routines




RCYDD2 RCYE RCYHLP RCYLT RCYPT RCYPT2 RCYPT3 RCYPT4 RCYREC RCYTRA RCYYUT RCYVOI


Mapped Routines


Listing of Accounts Receivable Input Templates

NAME FILE ROUTINE INVOKED PRCA BATCH PAYMENT 433 ^PRCATB PRCA BILL 1080 430 PRCA BILL 1081 430 PRCA BILL 1114 430 PRCA CAT SET 430 PRCA CAUSED BY 430 PRCA COMMENT 433 PRCA FY ADJ1 433 PRCA FY ADJ2 433 PRCA FY ADJ2 BATCH 433 PRCA FY WAIVED1 433 PRCA FY WAIVED2 433 PRCA IRS MASTER 423 PRCA IRS UPDATE 423 PRCA MONTH ADMINT 433 PRCA OLD SET 430 ^PRCATA PRCA PAYMENT 433 PRCA RE-ESTABLISH WRITE-OFF 433 PRCA SET 430 ^PRCATE PRCAC COWC REFER 430 PRCAC DCDOJ REFER 433 PRCAC DCDOJ REREFER 433 PRCAC DCDOJ RETN 433 PRCAC LOCATE DEBTOR 430 PRCAE ADMIN 433 PRCAE AUDIT 430 PRCAE BILL FROM 430.6 PRCAE DEBIT 433 PRCAE F WAIVED 433 PRCAE INSURANCE DATA 430 PRCAE TERMINATION 433 PRCAF RETURN BILL 430 PRCASV REL 430 ^PRCATSE PRCASV STATUS 430 PRCAT EDIT GL 430 RCAM ADDRESS EDIT 340 RCAM COMMENT 341 RCDP OPEN DEPOSIT 344.1 RCDP TICKET CONFIRM 344.1 RCDP TICKET DEPOSIT 344.1 RCEV CLOSE EVENT 341 RCEV OPEN EVENT 341 RCFM CAF FILE ENTRIES 430 RCFM OPEN DOCUMENT 347 RCMS ACCT RECEIVABLE 342.1


Listing of Accounts Receivable Input Templates

NAME FILE ROUTINE INVOKED RCMS BANK DEPOSIT 342.1 RCMS BILLING AGENCY 342.1 RCMS CASHIER 342.1 RCMS DEPT OF JUSTICE 342.1 RCMS DISTRICT COUNSEL 342.1 RCMS FORM LETTER 343 RCMS IRS 342 RCMS NOTIFICATION 342 RCMS RATES 342 RCMS RETURN PAYMENT 342.1 RCMS SITE 342.1 RCMS SITE DEPOSIT 342.1 RCNR BAD DEBT EDIT 348.1 RCY COPY PAYMENT 344 RCY PAYMENT 11 344 RCY PAYMENT 3 344 RCY PAYMENT 4 344 RCY PAYMENT 5 344 RCY PAYMENT 6 344 RCY PAYMENT 7 344 RCY PAYMENT 8 344


Listing of Accounts Receivable Print Templates

TEMPLATE NAME FILE COMPILED PRCA 3RD PROFILE 430 ^PRCATP5 PRCA 3RD REPORT 430 PRCA AR LIST 430 PRCA BILL LIST 430 PRCA DISCREPANCY 430 PRCA DISP ADJ 433 ^PRCATO4 PRCA DISP AUDIT 430 ^PRCATO2 PRCA DISP AUDIT2 430 PRCA DISP CARE 433 ^PRCATO5 PRCA FMS DRC 347 PRCA FMS STATUS 347 ^PRCATF PRCA FMS TRANS STAT 347 ^PRCATF2 PRCA FMS UNPROCESSED LIST 347 PRCA FOLLOW-UP 433 PRCA LAST ACTIVITY 430 PRCA LIST HOLD 430 PRCA MEANS PROFILE 430 ^PRCATP2 PRCA NEWB LIST 430 PRCA OTHER PROFILE 430 ^PRCATP4 PRCA PROFILE 430 ^PRCATP1 PRCA TRANS PROFILE 433 ^PRCATR3 PRCA VENDOR PROFILE 430 ^PRCATP3 PRCAA AMEND AUDIT 430 PRCATR2 PRCAC RETURN AR 430 PRCAC TR LIST 433 ^PRCATW1 PRCAD COWC LIST 430 PRCAD DC DOJ 430 PRCAD DELINQ 430 PRCAL CAT LIST 430 PRCAL L DC-DOJ 430 PRCAL MEANS LIST 430 PRCAL PAYMENT LIST 433 PRCAP AMIS 433 PRCAP CARE WV 433 ^PRCATW3 PRCAP COST 433 ^PRCATO3 PRCAP DEBTOR LOCATE 430 ^PRCATO9 PRCAP ESTABLISH AMIS 430 PRCAP OUTSTAND AMIS 430 PRCAP REPAYMENT 430 ^PRCATR1 PRCAP RETURN BILL 430 ^PRCATP6 PRCAP WAIVED 433 ^PRCATW2 PRCAR CASH 433 PRCAR CASH BY RECEIPT 433 PRCAR CASH BY RECEIPT TWO 433 PRCAR CASH SUMMARY 433


Listing or Accounts Receivable Print Templates

TEMPLATE NAME FILE COMPILED PRCAR CONTINGENT REPORT 430 PRCAR MAS REPORT 430 PRCARFD 430 ^PRCATRF PRCAS DC 433 PRCAT DISP CP 430 ^PRCATO8 PRCAT NEW AR 430 ^PRCATP7 PRCAT NEW TRANS 433 ^PRCATP9 RCAM COMMENT 341 RCDP 215 FORM 344.1 RCDP DEPOSIT LINE 344 RCDP DEPOSIT LINE 2 344 RCDP DEPOSIT LIST BRIEF 344.1 RCDP DEPOSIT LIST EXPAND 344.1 RCDP DEPOSIT PROFILE 344.1 RCDP RECEIPT LIST HEADER 344 RCDP RECEIPT LIST HEADER 2 344 RCMS INT/ADM/PEN 342 RCY BATCH STATUS 344 RCY RECEIPT 344 RCY RECEIPT LIST 344


Listing of Accounts Receivable Sort Templates

TEMPLATE NAME FILE PRCA 3RD REPORT 430 PRCA FOLLOW-UP 433 PRCA LAST ACTIVITY 430 PRCA PAYMENT DATE 433 PRCA FMS DRC 347 PRCAR CASH 433 PRCAR CASH BY RECEIPT 433 PRCAR CASH RECPT NUM SORT 433 PRCARFD 430 PRCAS AMIS SORT 433 PRCAS DC SORT 433 PRCAS ESTABLISH AMIS 430 PRCAS OUTSTAND AMIS 430 PRCAT NEW TRANS 433 RCAM COMMENT 341


Listing or Accounts Receivable Sort Templates


Accounts Receivable Integration with Integrated Billing and National Roll-Up

The Accounts Receivable (AR) module, the Integrated Billing (IB), and National Roll-Up packages were designed to be integrated. The integration allows for patient billing information created in the IB module to be passed to AR for processing. The integration of these three packages requires close coordination between Fiscal and Medical Administration Services to insure that bills created using IB will pass the validity checks included in AR. The following pages explain the routines and files used to facilitate this integration. Following that discussion, the error processing procedures and error messages are explained. Please provide this information to both your Fiscal and MAS application coordinators.

The utilities described herein are solely for the use of the IB and National Roll-Up packages. Each of these integration points affect the Fiscal controls of AR and therefore, only packages with written permission from the Development ISC for AR may employ these utilities.

AR INTEGRATION WITH INTEGRATED BILLING

The routines PRCASVC and PRCASVC1 have been created to give IB the ability to pass billing information into the AR system. There are three entry points:

SETUP^PRCASVC, REL^PRCASVC, and STATUS^PRCASVC.

Their required key variables and data formats are described below:

[SETUP^PRCASVC]

This entry point sets up the Accounts Receivable record in File #430 and returns the record number in the variable PRCASV("ARREC"). Bill status is set to Bill Incomplete.

Input Variables

PRCASV("SITE") Required. The three digit station number.

PRCASV("BNO") Required. The Bill number assigned by the service. Six alphanumeric characters.

PRCASV("SER") Required. The section/service n umber, a pointer to File #49.


AR Integration with IB and National Roll-Up

Output Variables

PRCASV("ARREC") The internal record number of the entry in File #430.

PRCASV("ARBIL") The Accounts Receivable Bill number (site_"-"_service Bill number).

These two outputs return a -1 if the inputs are improper.

[REL^PRCASVC]

This entry point releases the completed Bill from the Service to Fiscal. The status of the Bill will become New Bill. The call may take a few seconds to complete processing.

Input Variables

PRCASV("CAT") Required. The category (type of Bill) from File #430.2, the AR Category file. The parameter "CAT" is the internal entry number for the category. If this Bill is being generated as a result of a means test, use C-type rather than Nursing Home, Outpatient, or Hospital Care.

PRCASV("DEBTOR") Required. A variable pointer to the patient, new person, insurance company, institution or vendor files in the format:

record #;GLOBAL(File #,

Accounts Receivable needs this format to match the entry in File #340 AR Debtor File. The interrelationship of the category and debtor information requires specific global references to be used to insure accuracy of Bill processing. Here are the possible category/debtor combinations and the correct global and format for each situation:



Debtor AR Category File (430.2) Record #:GLOBAL (File#: Patient Ineligible "4;DPT("

Emergency/Humanitarian "4;DPT(" C(Means Test) "4;DPT("

Insurance Company No-Fault Auto Acc. "4;DIC(36," Crime of Personal Violence "4;DIC(36," Reimbursable Health Insurance "4;DIC(36," Federal Agencies - Reimbursable "4;DIC(36," Tort Feasor "4;DIC(36," Workman's Compensation "4;DIC(36,"

Vendor Military "4;PRC(440," Vendor "4;PRC(440," Federal Agencies - Refundable "4;PRC(440,"

New Person Current Employee "4;VA(200," Ex-Employee "4;VA(200,"

Institution Interagency "4;DIC(4," Medicare "4;DIC(4," Sharing Agreements "4;DIC(4,"

PRCASV("BDT") Required. The date the Bill was generated, in VA FileMan format, (e.g. 2880602).

PRCASV("ARREC") Required. The internal record number of the entry in File #430.

PRCASV("FY") Required. The fiscal year and amount, delimited with the up-arrow "^". Can be multiple. "FYâmount^FYâmount" e.g.: "88^69.50^87^150.00"

PRCASV("APR") Required. Pass the internal entry number from the NEW PERSON File #200 of the user that approved the Bill at the service level.

PRCASV("CARE") Required. Type of care for Means Test/Category C bills. Pass a two digit number. If the first digit is a "2" indicating skilled nursing, the second digit is ignored. If the first digit is other than "2" then it is ignored and the second digit is checked: "1" or "2" for inpatient; "3" or "4" for outpatient.



PRCASV("PAT") Required for 3rd Party. An internal pointer to the Patient file for 3rd party bills only, commonly called (DFN).

PRCASV("2NDINS") If a third party Bill has secondary insurance, pass an internal pointer to the Insurance file.

PRCASV("3RDINS") If a third party Bill has tertiary insurance, pass an internal pointer to the Insurance file.

PRCASV("INPA") Third party primary insurance insured's (patient) name. 3-25 characters, free text.

PRCASV("INID") Third party primary insurance policy number. 3-16 characters, free text.

PRCASV("GPNM") Third party primary insurance group name. 3-17 characters, free text.

Output Variables

The variable PRCASVC is set at the start of REL^PRCASVC and, if all inputs are correct, it is killed at the end and the Bill status is changed to New Bill.

If a software check of the input variables finds an error, processing stops and PRCASVC remains defined. If PRCASVC is undefined at the end of the call, a calling routine can assume that the Bill was successfully released to Fiscal.

[STATUS^PRCASVC]

This entry point can be used to change the current status of a Bill.

Input Variables

PRCASV("STATUS") Required. Pass the internal entry number corresponding to a Status Number from file #430.3 (number range 200-299).

PRCASV("ARREC") Required. The internal record number of the entry in File #430.



RETURNING BILLS TO ORIGINATING SERVICE

There are two ways in which a Bill can be returned to the originating service after having been passed to the Accounts Receivable system via the PRCASVC routine. A new Bill going through the cycle for the first time can be returned during the audit in Fiscal Service if an error is discovered. In this instance it has a status of RETURNED FROM AR (NEW). This status applies only to new bills -- bills that are still within the agency and have not been sent to the debtor. It's possible for a Bill to loop through this part of the cycle several times and still remain new.

Once the Bill has been passed to the Accounting Technician and a CALM Code Sheet has been sent to Austin, the Bill is assigned the ACTIVE status and is sent to the debtor. If subsequent correspondence shows that there is an error in the Bill, it is returned to the originating service with a status of RETURNED FOR AMENDMENT.

The Accounts Receivable system provides a means of notifying the Billing Clerk in the service when a Bill has been returned. Two steps are required to activate this notification:

1. A call to COUNT^PRCAUT2 must be included in the Action field of the Service Billing Clerk's Menu Option. When the clerk begins a session, this will produce an on-screen message if bills have been returned. Only the service's own b ills are reflected in

this message.

2. The option PRCAL RETURNED BILL must be included in the Service Billing Clerk's menu. Choosing this option will produce a Returned Bill List that can be queued to a printer or viewed on the terminal. The listing is service-specific; bills from other services will not be seen.

When the returned Bill has a status of RETURNED FROM AR (NEW), corrective action should be taken and the Bill passed back to the Accounts Receivable system by again calling REL^PRCASVC and providing the required variables that have been described. Processing proceeds as if the Bill were new.

If the decision has been made to cancel the Bill, the variable PRCASV("ARREC") must be set to the internal record number of the Bill and a call made to CANCEL^PRCASV1.

NOTE: Only new bills can be canceled in this manner. Once a Bill has been sent to the debtor, the Amend Bill process must be followed, even if a decision is made to stop further action on the Bill.



When the service has made a decision regarding further action on bills that have been RETURNED FOR AMENDMENT, the Bill is passed back to the Accounts Receivable system by calling AMEND^PRCASVC1. The variables described are required, even if no further action will be taken on the Bill, because a permanent record is kept of Bill activity and status.

AR INTEGRATION WITH INTEGRATED BILLING

The following Accounts Receivable options require integration with Integrated Billing:

The Accounts Receivable Transaction Profile option calls Integrated Billing for FULL and BRIEF views. When doing a FULL or BRIEF profile, AR calls Integrated Billing for pharmacy prescription information. The routines ENBÎBOLK and ENFÎBOLK are called by Accounts Receivable which provides a brief and full inquiry into Integrated Billing by an Accounts Receivable transaction number.

During entry of payments by the Agent Cashier to reimbursable health insurance bills, AR is required to notify the user of holds on existing IB bills related to the same billable services. This requires the Agent Cashier to determine if the insurance company has paid the patient's portion of the Bill. The function $$IBÎBRUTL(IEN OF BILL) is used to check if other patient bills are on hold. The routine IBRREL allows the user to remove holds in the IB package. (This is the Agent Cashier's menu option: Release Holds on AR [PRCAY RELEASE HOLDS]).

PRCASER

The Accounts Receivable routine PRCASER is used for establishing a new charge (a Bill) for a debtor. When calling this routine, a new charge (Pharmacy Co-Pay, etc.), will be added to the patient's account.

Input Variable: X (delimited by "^")

$P1: Site. This is the site number of the facility the charge is being created by. Example: 503, 516, etc. This is the station number field from the Institution File #4.

$P2: Service. This is the service that is creating the Bill. This is the pointer to the Service/Section File #49.

$P3: Category Number. This is the Accounts Receivable category that the charge should fall under.

$P4: Debtor. This is the debtor that the charge should fall under. This is a variable pointer to the following files: Vendor, New Person,



Institution, and Insurance. For Pharmacy Co-Pay, the debtor should be the patient in the format of "36;DPT(" (where 36 is the internal number of the patient in the Patient file).

$P5: Fiscal Year. Fiscal year that the charge should be charged to (in 2-digit format).

$P6: Amount. Must be zero or greater and less than 9999999.99.

$P7: User. This is the person who created the charge. This is a pointer to the NEW PERSON File #200.

$P8: Date Charge Generated. This is the internal VA FileMan date the charge was issued.

Output Variable: Y - if no errors are encountered (delimited by "^")

$P1: Internal Bill Number. This is the internal file number from the Accounts Receivable File #430.

$P2: Charge ID. This is the Bill number ( .01 field) from the Accounts Receivable File #430. It must be 10 characters. For example, 501K000001.

$P3: Transaction Number. Since an OPEN Bill may already exist and can be used, it may be necessary to add this charge to an already existing Bill as a transaction. Hence, this would be the pointer value to the AR TRANSACTION File #433. However, if a new Bill is set up for the current charges, then this piece is equal to zero.

Output Variable: Y - if errors are encountered (delimited by "^")

$P1: Error Flag. This = -1 if unsuccessful.

$P2: Error Code. This is the error code from the Integrated Billing Error file.

PRCASER1

The Accounts Receivable routine PRCASER1 is used to make transactions to an already existing Bill. For example, a Pharmacy Co-Pay was charged and later canceled because the patient did not receive the prescription.

Input Variable: X (delimited by "^")

$P1: Transaction Type. This is the field where the transaction number is assigned to each transaction in the Accounts Receivable Transaction Type File #430.3. Currently this program will support only decrease adjustments:



DECREASE ADJUSTMENT TRAN NUMBER:21

$P2: Amount. This is the amount of the transaction. This number must be greater than zero and less than 9999999.99.

$P3: Bill Number. This must be the .01 value of the Bill from the Accounts Receivable File #430 and must be 10 characters in length. (Example: 503-K10001).

$P4: User. This is the person who is making the adjustment. Pointer to the NEW PERSON File #200.

$P5: Adjustment Date. This is the internal VA FileMan date when the adjustment occurred.

$P6: Reason. This is a free-text field (up to 80 characters) used to add the reason the adjustment took place. (optional).

Output Variable: Y (delimited by "^")

$P1: Success Flag. Equals 0 if successful, -1 if unsuccessful.

$P2: Error Code. This is the error code from the Integrated Billing Error file.

$P3: Addition Text. If additional text is required to describe the error, then it is in the third piece (up to 80 characters).

PRCAFN

This routine supports functions for the Integrated Billing package. These functions are valid only for non-patient bills. The category type of the Bill must not be PATIENT or MEANS TEST PATIENT for these functions to work, except for the PST and CATN functions.

Function $$BN^PRCAFN(Y):

This function returns the Bill number. Input to this function must be the internal entry number of the Bill. If -1 is returned, the Bill does not exist, or the Bill does not have a Bill number.

Function $$CAT^PRCAFN(Y):

This function returns the category number, category name, and category type, separated by "^". Input to this function must be the internal entry number of the Bill. If -1 is returned, the Bill does not exist, or the Bill does not have a category.

Function $$CATN^PRCAFN(Y):

This function returns the category number, category name, and category type, separated by "^". Input to this function must be the internal entry number of a category, File #430.2. If -1 is returned, the category does not exist.



Function $$TPR^PRCAFN(Y):

This function returns the total paid principal for a specific Bill. Input to this function must be the internal entry number of the Bill. If -1 is returned, the Bill does not exist.

Function $$ORI^PRCAFN(Y):

This function returns the original amount for a specific Bill. Input to this function must be the internal entry number of the Bill. If -1 is returned, the Bill does not exist.

Function $$STA^PRCAFN(Y):

This function returns the status number and status name for a specific Bill. Input to this function must be the internal entry number of the Bill. If -1 is returned, the Bill does not exist, or the Bill does not have a status.

Function $$CLO^PRCAFN(Y):

This function returns the date the Bill was closed, in VA FileMan format. Input to this function must be the internal entry number of the Bill. If -1 is returned, the Bill does not exist, or the Bill does not have a status. If -2 is returned, the Bill is not closed.

Function $$PST^PRCAFN(Y):

This function returns the statement day for a debtor. This function is only good for patient type debtors. Input to this function must be in VA FileMan variable pointer format, for example: "1438;DPT(" . If -1 is returned, the patient is not an AR debtor or does not have a statement date assigned.

Function $$PUR^PRCAFN(Y):

This function returns the date that a Bill can be considered "closed" for purging purposes. The date will be returned in VA FileMan format. Input to this function must be the internal entry number of a Bill. If a -1 is returned, information regarding the Bill should not be purged.



REFERENCES

Accounts Receivable references to Integrated Billing AR Routine/Option

Calls IB Routine IB File or Global

Reference Integration Agreement

PRCAATR ENFÎBOLK DBIA #126 PRCAEOL IBCAMS ‘$D(^DGCR(399,PRCABN)) DBIA #309 PRCAY RELEASE HOLDS IBRREL DBIA #306 PRCAD REV CODE TOTALS

IBOAMS DBIA #308

PRCALT2, PRCAGS REPRNTÎBCF13 DBIA #307 PRCAPAY3 $$MESSÎBRFN DBIA #310 PRCAPRO ENBÎBOLK

ENFÎBOLK DBIA #126

RCYDD1 $$IBÎBRUTL DBIA #304 PRCAGST1,PRCAPRO STMTÎBRFN1(TRAN) DBIA #301 PRCASVC3 '$D(^DGCR(399,PRCABN)) PRCADR SVDTÎBRFN(BILL DBIA #300 PRCAUDT IBCAMS '$D(^DGCR(399,PRCABN)) DBIA #309 PRCAAPR1, RCYDD1 $$RXSTÎBARXEU DBIA #1194 RCNR4 $$CRITÎBRFN2 DBIA #1182

Integrated Billing References to Accounts Receivable Integrated Billing Routine Calls AR Routine AR File or Global References

IBCA2 SETUP^PRCASVC3 IBCB1 PRCASVC6

REL^PRCASVC IBCB2 PRCASVC6 IBCBB $$CATN^PRCAFN IBCBB1 $$BN^PRCAFN

$$STA^PRCAFN IBCCC SETUP^PRCASVC3 IBCNQ $$TPR^PRCAFN, $$BN^PRCAFN,

$$STA^PRCAFN IBCC $$STA^PRCAFN

CANCEL^PRCASVC1 AMEND^PRCASVC1

IBOTR2 $$TPR^PRCAFN, $$CLO^PRCAFN, $$ORI^PRCAFN

IBCRTN $$RETN^PRCAFN PRCASVC6 REL^PRCASVC

IBCU61 $$CATN^PRCAFN IBCU $$STA^PRCAFN

$$CATN^PRCAFN IBCAMS $$CAT^PRCAFN ^PRCA(430.2 IBCORCI $$ORI^PRCAFN



Integrated Billing Routine Calls AR Routine AR File or Global References IBARXEC ^PRCA(430.4, "B", X) IBARXEU4 EN1^PRCAX IBAUTL PRCASER IBAUTL5 $$PST^PRCAFN IBEP PRCASVC (VARIABLE) IBOHLD2 $$STA^PRCAFN

$$TPR^PRCAFN IBOLK ^PRCA(430) IBPF1 $$PUR^PRCAFN ^PRCA(430) IBR PRCASER1 IBRBUL $$CATN^PRCAFN IBRREL K PRCABN

$D(PRCABN)

Integrated Billing Options IB Option Calls AR Routine

IB BILLING CLERK MENU COUNT^PRCAUT2 IB BILLING SUPERVISOR MENU COUNT^PRCAUT2 IB RETURN BILL LIST RETN^PRCALST IB RETURN BILL MENU COUNT^PRCAUT2

Integrated Billing Data Dictionary IB Data Dictionary AR File/Global Reference

^DD(350.1,.03,0) CHARGE CATEGORY

^PRCA(430.2) AR CATEGORY

^DD(399.3,.06,0) ACCOUNTS RECEIVABLE CATEGORY

^PRCA(430.2) AR CATEGORY

AR INTEGRATION WITH NATIONAL ROLL-UP

The National Roll-Up routines are in the namespace RCNR* and run as a background job called by the National Roll-Up software. National Roll-Up is a procedure to collect data from field stations and transfer it from the AR system to a National Roll-Up interface. The National Roll-Up interface resides at each field station and transmits information from the field stations to the National Roll-Up database located at the San Francisco ISC (SF ISC).

The SF ISC is responsible for the design of the National Roll-Up database and interface. Additionally, the SF ISC is responsible for generating reports, such as the Schedule 9 report, from the roll-up database.

The Accounts Receivable system compiles data and transfers it to the roll-up database without user interaction. Reports of stations’ input are returned as



confirmation messages. All reports derived from the National Roll-Up database are generated at the SF ISC and then transmitted to field stations, RD, OFM, and MCCR, where they are printed.

Summary Write-offs and Standard Voucher FMS documents for appropriations 5014 and 2431 are created and transmitted to FMS from the compiled data. This occurs automatically upon completion of the running of the AR component.


Scope of Accounts Receivable 4.5

CALLABLE ROUTINES

AR contains callable routines to support integration with specific modules of the Integrated Billing package. See External Relations for further information on the relationship of AR to other DHCP packages.

JOURNALING

It is recommended that the ^PRCA , ^PRC , ^RC, ^RCY, and ^RCD globals be journaled. Do not journal ^PRCAK.

PURGING/ARCHIVING

AR automatically purges processed payment batches in the Payment Batch File #344, if the batches are 60 days old or older. See appendix for archiving checklist and procedure.

EXTERNAL RELATIONS

Your system must be running the following software to successfully operate AR Version 4.5. Versions running must be those stated or later:

• KERNEL Version 7.1 • VA FileMan Version 20 • MAS Version 5.3 (PIMS) • IFCAP Version 5.0 • IB Version 2.0 • Generic Code Sheet 2.0

Currently, the Integrated Billing (IB) package interfaces with AR routines, files and utilities. AR also interfaces with the IB package. (See "References" of the Integrated Billing section of this manual for integration agreement numbers.)

With this version of AR, it is necessary to be running IFCAP for generation of documents to FMS and site parameter information.


Scope of Accounts Receivable 4.5

INTERNAL RELATIONS

AR is an integrated system. All components must be in place for proper operation and all menu's are stand alone.

PACKAGE WIDE VARIABLES

AR contains no package wide variables.


File Definitions and Key Variables This section of the Technical Manual provides a listing of the AR files, their VA FileMan access codes, and a description of the data stored there. Also included in this section are descriptions of the exported AR primary menus which are based on specific positions within Fiscal. Another section lists AR primary options and their descriptions. There are no key variables within AR.

ACCOUNTS RECEIVABLE FILES

340-AR DEBTOR This file should NEVER be edited directly by VA FileMan. By editing this file directly data corruption can occur. This file holds information pertaining to debtor accounts. A debtor can be an insurance company, patient, person, institution, or vendor.

341-AR EVENT This file contains events that occurred to a debtor's account. This file should NEVER be edited directly. Eventually all types of events will be stored in this file as the Accounts Receivable package moves to a transaction-based system. New data will overwrite existing data.

341.1-AR EVENT TYPE This file is a table that allows the AR package to manage events throughout the AR package. This file must NEVER be edited by sites or any users. By editing this file, data corruption can occur and functionality in the AR package may be compromised.

342 -AR SITE PARAMETER This file holds parameters that allows the site to customize certain functionality of the AR package.

342.1-AR GROUP This file allows sites to define a "group", such as: Billing Agencies, Agent Cashier, Return Payment, etc. These groups represent a person, institution, or entity. Within each group, information can be defined that is used in the AR package. The main purpose for this file is for tracking address information.

342.2-AR GROUP TYPE This file allows the user to define a group type name which can further defined in the AR GROUP file.


File Definitions and Key Variables

343-AR FORM LETTER This file holds all the follow-up letters that the AR package supports. These letters can either be manually generated by the user or automatically generated by the AR package. New data will overwrite existing data. This file is not to be edited unless directed by Central Office.

344-AR BATCH PAYMENT This file holds batch payment information. Payments no longer are posted directly to patient bills, but rather, entered into this file. Once the entries in this file are reconciled with cash on-hand and verified to be correct, they are then 'posted' to the patient bills during a background job. This file should NEVER be edited directly via VA FileMan. Information in this file should only be modified via the AR package options.

344.1-AR DEPOSIT This file allows the user to create and define AR Deposit Tickets.

347-AR FMS DOCUMENT This file is invoked when an FMS Document is created by a user. It contains all the necessary information for the FMS Document transmission.

347.1-AR FMS DOCUMENT TYPE This file is a pointer file to file 347 (AR FMS DOCUMENT). The document type is defined and created in this file.

347.2-AR FMS NDB TOTALS This file holds the totals transmitted in summary to FMS with the running of the National Data Base. Currently, this includes Standard Vouchers and Summary Write-Offs.

347.3-REVENUE SOURCE CODES This file contains the revenue source codes required for detail FMS documents. The revenue source code is used for the Reimbursable earnings report generated by FMS.

347.4-AR/FMS DOCUMENTS This file contains the Transaction codes sent to FMS and the trans code for related document. IE. BD 01 is sent to FMS, any other document that references the BD 01 must contain a related tran code.

348-AR NATIONAL DATA BASE CRITERIA This file holds the data points for the Accounts Receivable Data collectors that transmit data to the National Data Base in San Francisco.

348.1-BAD DEBT ALLOWANCE This file is used to store figures used in the bad debt allowance calculation.



430-ACCOUNTS RECEIVABLE This is the main file of the Accounts Receivable system. It holds a permanent record, by Bill number, of the receivable. DO NOT USE FILEMAN TO EDIT THIS FILE DIRECTLY! Using VA FileMan will compromise system integrity. Use the AR menu options.

430.2-ACCOUNTS RECEIVABLE CATEGORY This file stores the categories used for billing purposes. DO NOT EDIT THIS FILE ! New data will overwrite existing data.

430.3-ACCOUNTS RECEIVABLE TRANS.TYPE This file stores the type categories used to identify transactions in the AR Transaction file (No. 433) along with flags that are set to control their use. DO NOT EDIT THIS FILE! New data will overwrite existing data.

430.6-AR DEBT LIST This file holds short text entries that are used in the debt collection letters to identify the source of the Bill. DO NOT USE FILEMAN TO EDIT THIS FILE DIRECTLY! Using VA FileMan will compromise system integrity. Use the AR menu options.

430.8-AR ARCHIVE This file serves as a temporary storage file for archived AR Records. Entries in this file are populated by the AR Archive Module. DO NOT USE FILEMAN TO EDIT THIS FILE DIRECTLY!

433-AR TRANSACTION This file holds the Accounts Receivable transactions and all related information. DO NOT USE VA FILEMAN TO EDIT THIS FILE DIRECTLY! Using VA FileMan will compromise system integrity. Use the AR options.




Accounts Receivable Menu Structure and Option Definitions

The following pages are descriptions of the exported AR primary menus. There are main Accounts Receivable menus. They are as follows:

Agent Cashier MenuAR Processing MenuBilling MenuClerk MenuSupervisor Menu

These menus were devised to follow the actual positions at a facility. Facility positions correspond to AR menus as follows:

Primary Menu Brief Description User’s Position Agent Cashier Menu manage the collection of patient debts Agent Cashier AR Processing Menu process debts for remote Acct System Accounting Technician Clerk’s Menu manage the billing of MCCR debts Fiscal Clerk Billing Menu manage the billing of Non-MCCR debts Billing

Supervisor/Clerk Supervisor Menu adjust debts and manage the AR software AR Supervisor

There are several security keys which accompany this package and should be assigned to those individuals with a high level of authority (i.e., Fiscal Officer/Certifying Officer, Accounts Receivable Supervisor, Billing Supervisor, and certain AR Clerks.

Please note that these are only suggested menus. Your facility has the ability to create individualized menus, based on specific needs, using Menu Management. Please use the Diagram Options features of the Kernel to print copies of the full menus provided by AR. It is important that you work with the AR Application Coordinators in deciding the assignment of these menus and keys.

The following pages outline the Accounts Receivable Menu structure, along with descriptions of the menus and options.



ACCOUNTS RECEIVABLE MENU [PRCAT USER]

This is the Accounts Receivable Menu for the Accounting Technician.

Brief Account Profile [PRCAY ACCOUNT PROFILE]This option will display an Account Profile for Patient, Vendors,Insurance Companies, etc.

Deposit Management [PRCA DEPOSIT MGR]This submenu allows the user access to the Deposit options.

Create Deposit Ticket [PRCA CREATE DEPOSIT]This option enables the user to create a new Deposit Ticket.

Deposit Money to Bank [PRCA DEPOSIT MONEY]This option allows the user to approve a ticket for deposit to a bank.If a deposit ticket has no receiptws associated with it, the user will be asked to privide necessary information before the ticket cn be approved.

Confirm Deposit from Bank [PRCA CONFIRM DEPOSIT] This option allows the user to select and summarily enter a confirmation that a deposit ticket number has been deposited to the bank.

Summary Listing of Deposits [PRCA SUMMARY DEPOSIT]By choosing this option, the user is able to view information about past and current deposit tickets.

Edit a Deposit Ticket [PRCA EDIT A DEPOSIT]This option allows the user to change information on a deposit ticket.

Process Deposit [PRCA PROCESS DEPOSIT]This option allows the user to trasmit or process a deposit ticket to FMS.

Receipt List for Deposit [PRCA RECEIPT LIST]This option shows information associated with receipts that are attached to selected deposit tickets.

View a Deposit [PRCA VIEW A DEPOSIT]By using this option, the user can view detailed information about a specific deposit ticket.



Void a Deposit [PRCAY VOID DEPOSIT]This option allows the user to void a Deposit Ticket. The ticket must first be “emptied” of all reciepts.

FMS Utilities Menu [PRCA FMS UTILTIES]This top level menu contains all the options to resend, edit and viewFMS documents.

Document Status Inquiry [PRCA FMS DOCUMENT INQUIRY] This main option contains the options for viewing an FMS doc, ie billing document, write-off, etc that was sent to FMS

Billing Document Inquiry [PRCA FMS BILL INQ]This option is used to view the status of a detail bill sent to FMS.

Regenerate Prior Month OBR [PRCA FMS OBR MANUAL TRANS] This option is used to regenerate the prior month Outstanding Bill Reconciliation report.

Transaction Inquiry [PRCA FMS TRANS INQ]This option is used display the FMS status for an A/R transaction.

Unprocessed Document List [PRCA FMS UNPROCESSED LIST] This option will print a list of FMS documents that have been updated three or more days ago.

FMS Cash Receipt Reconciliation (132 col.)[ PRCA FMS DOC/RECPT COMPAR] This report allows the user to view Cash Receipt documents from a specified ticket number or range of numbers and dates. The receipts are categorized by appropriation. Each appropriation is totaled with a grand total of all receipts shown at the end.

FMS Regeneration Menu [PRCA FMS REGENERATION]This option is the top level menu for regenerating FMS documents to Austin.

Billing Document Regeneration [PRCA FMS BD REGEN] This options regenerates a FMS document rejected in Austin.



Edit FMS Accounting Elements [PRCA FMS ACCT EDIT] This option is used to edit the accounting line information on FMS billing documents.

Modified Billing Document Regeneration [PRCA FMS MBD REGEN] This option regenerates a modified billing document that rejected in Austin.

National Data Base Document Regeneration [PRCA FMS NDB REGEN] This option is used to regenerate FMS national data base documents.

Overpayment (OP) Document Regeneration [PRCAT FMS OP REGEN] This option will allow a user to retransmit a "rejected" OP document. It will only allow the retransmission of an OP document that has actually b een refunded in the AR package and has been rejected by FMS.

Regenerate FMS Cash Receipt Document [PRCA FMS CASH RECEIPT] This option is to re-create and re-transmit the Cash Receipt Documents.

Remove invalid SUB BOC [PRCA FMS SBOC]This option is used to remove an INVALID SUB BOC from a rejected FMS document.

Write-Off Document Regeneration [PRCA FMS WRITE-OFF] This option is used to regenerate a rejected write-off document.

Full Account Profile [PRCAY FULL ACCOUNT PROFILE]This option will display a full account profile of all bills for a debtorregardless of the status of the Bill.

Patient Payment/Refund Transaction History Inquiry [PRCA PAYMENT TRANS HISTORY ] This report lists a history of payment/refund transactions for a patient for a specified date range.



Payments posted from Prepayment [PRCA PREPAY POST] This option lists, by date selected, the AR transactions that are decreases from prepayment bills, and their corresponding Accounts Receivable transactions that are either payments in full, or payments in part. An error will display if the decrease transaction and the payment transaction do not balance.

Print 215 Report [PRCAY PRINT 215] This option will print a 215 Report, sorted by appropriation number for a given receipt number entered by the user. It will also show errors of payment (a payment entered without an appropriation) and posting errors.

Profile of Accounts Receivable [PRCAC PROFILE]This option displays all the AR data the user needs. He may see thedata on his terminal screen or print the profile on a designated printer.The profile is classified by category: patient, vendor, or 3rd party.

Status Listing For Bills [PRCAL STATUS LIST]This report will allow users to view bills by a particular status.

Transaction Profile [PRCAC TRANS PROFILE] Use this option to see a profile of a single transaction. More complete information on an account is available with the PRCAC PROFILE option.



BILLING [PRCA BILL]

This is the main menu for the Billing module. It is used by Billing Clerks and Billing Supervisors. The options on this menu that are locked with the PRCASVC key are available to and seen by Billing Supervisors, but not by Billing Clerks.

New Bill (Enter) [PRCA BIL ENTER] This option is used to enter a new Bill. The Bill number is assigned by the system from the series established for each service. After entering all information the user can display or print the Bill.

Display Pending Bill [PRCA BIL PRNT]This option allows the user to display a Bill on the current terminal orprint the Bill on a printer.

Approve/Print Pending Bill [PRCA BIL APPROVE]This option allows the user to electronically sign a Bill and send it toFiscal.

Edit Bill [PRCA BIL EDIT]This option allows the user to edit all information in a Bill.

Cancel Bill [PRCA BIL CANCEL]This option allows the user to cancel a Bill that has not been approved.

Amend Bill Returned from AR [PRCA BIL AMEND]Users at the Service/Section level can use this option to correct a Billthat has been returned for amendment.

Bill Status Listing [PRCA BILL STATUS LISTING]This option will allow a service to list Bills in a certain status for theirrespective service.

List All Bills [PRCA LIST ALL BILLS] This option will list all bills for the service of the person that has generated the report. The report will display information, such as Form Type, Original Amount, Current Balance, Debtor, and Bill # sort by Status.

View a Bill [PRCA VIEW A BILL] This option allows the service to view a Bill that was entered. The information displayed will show the current status and follow-up action taken and the final results (Written-off, collected, canceled, etc.).



FINANCE AR MANAGER MENU [PRCA MANAGER MENU]

This menu contains both the Clerk's AR and Supervisor's AR menus.This menu is available to and used by Fiscal Officers.

Clerk's AR Menu [PRCA CLERK MENU] This is the menu for the Accounts Receivable Clerk. It also contains the Agent Cashier Menu, which contains options available to the Agent Cashiers. Note that the locked options are seen by and accessible to only those AR Clerks and/or Agent Cashiers holding the PRCAY PAYMENT SUP security key.

Supervisor's AR Menu [PRCAF SUPERVISOR MENU]This is the menu for the Accounts Receivable Supervisor.



CLERK'S AR MENU [PRCA CLERK MENU]

This is the menu for the Accounts Receivable Clerk. It also contains the Agent Cashier Menu, which contains options available to the Agent Cashiers. Note that the locked options are seen by and accessible to only those AR Clerks and/or Agent Cashiers holding the PRCAY PAYMENT SUP security key.

Audit/Set up a New Accounts Receivable [PRCAA SET/AUDIT NEW BI LL] This menu has options that allow the AR Clerk to audit bills and establish new accounts. An account for the debtor must exist before the audit of a Bill can be completed. The system will prompt for account information if necessary.

Audit an Electronic Bill [PRCAA AUDIT] Audit a new Accounts Receivable from generating services such as MAS, Supply service, and Library. You m ay return this Bill to the originating service.

Set up and Audit New Accounts Receivable [PRCAA SETUP BILL] This option establishes a new account for bills entered by a service. The bills will be classified by category.

Amended Bill Audit [PRCAA AMEND AUDIT] Fiscal uses this option to audit a Bill that was returned for amendment and is on its second or subsequent pass through the system.

Edit an Incomplete Accounts Receivable [PRCAA INCOMPLETE] This edits an incomplete accounts receivable. The current status of this account is "I"-incomplete. This account will be inactive until the status is changed to active.

New Bill Forms Print [PRCAB PRINT BILLS]Use this option to print the newly arrived Bill forms generated byservices. The Bill forms are UB-92, 1080 and 1081.

Other Bill Form Print [PRCAB PRINT OTHER BILLS]Use this option to print the new 1080 and 1081 free form bills generated by the services.

Reprint "Other" Bill [PRCAB REPRINT OTHER BILL] This is used to reprint 1080 and 1081 bills.



Profile of Accounts Receivable [PRCAC PROFILE] This displays all the AR data the user needs. The user may see this data on the terminal screen or print the profile on a designated printer. The profile is classified by category, e.g. patient, vendor, or 3rd party.

Update Accounts Receivable [PRCAC CHANGE]This supervisory menu contains the options for changing/editingaccounts and accounts receivable.

Locate Debtor's Address [PRCAC LOCATE DEBTOR]This option maintains a record of attempts t o track the debtor's current address through the State Department of Motor Vehicles (or equivalent), Internal Revenue Service, Credit Agency Check, Patient Folder, etc.

DC/DOJ Action Menu [PRCAC DCDOJ ACTION MENU] This menu contains options that create and maintain records of all accounts that are referred to the District Counsel or the Department of Justice.

Refer to DC/DOJ [PRCAC DCDOJ REFER] Use this option to record the date and amount data for an

account which is being referred to the D istrict Counsel or Department of Justice.

Returned by DC/DOJ [PRCAC DCDOJ RETURNED] Use this option to record the date returned by DC/DOJ for an account that was referred. This option should be used for recording accounts that are returned by DC/DOJ because the debt has been cleared as a result of corrective award action, or accounts that are returned and will be cleared by appropriate write-off because of death, bankruptcy, etc.

Re-Refer to DC/DOJ [PRCAC DCDOJ REREFER]Use this option to re-refer an account to the District Counsel or the Department of Justice.

Debit Voucher (SF 5515) [PRCAC DCDOJ DEBIT]Use this option to apply a debit voucher transaction from the District Counsel or the Department of Justice.

Waived by DC/DOJ [PRCAC DCDOJ WAIVER] Use this option to apply the transaction for an account that

is being waived by the District Counsel or Department of



Justice. The account should have already been referred to the DC/DOJ for this option to function.

Terminated by DC/DOJ [PRCAC DCDOJ TERM] Use this option to terminate an account that has been sent to the District Counsel or Department of Justice when it has been determined that the debt is not collectible and the DC/DOJ file has been closed.

Compromised by DC/DOJ [PRCAC DCDOJ COMPROMISE] Use this option to apply a compromise transaction to an account that was referred to the District Counsel or Department of Justice for collection.

Repayment Plan Menu [PRCAC REPAYMENT MENU] This is the Repayment Plan Menu.

Set Up Repayment Plan [PRCAC SET REPAYMENT] This option sets up a repayment plan for an account. The number of payments must be less than or equal to 60 (within 5 years).

Profile of Repayment Plan [PRCAC PROFILE REPAYMENT] This option prints a profile of an agreed upon repayment plan for an account.

Print a Payment Statement [PRCAC PRINT STATEMENT] This option prints a statement for a repayment plan. If a debtor has an established repayment plan and p ayments are made, this statement is the official receipt and must be mailed to the debtor.

Reprint a Payment Statement [PRCAC REPRINT STATEMENT] This option reprints a payment statement. Enter the date the original statement was printed and select the correct account.

Add an Administrative Cost [PRCAC TR ADM]This option adds an administrative cost to the accounts receivable.The cost could be marshal fee, court cost, IRS Loc. cost, Credit Rep. cost, Dept. of Motor Vehicles Loc. co st, Consumer Rep. Agency cost, etc. These costs are accrued to the administrative cost balance automatically.



3rd Party Information Data Edit [PRCAC 3RD DATA]Edit 3rd party information data - insurer's name, ID number, groupname, group number and employer's information.

Update 'Bill Resulting From' Data [PRCAC BILL RESULTING] Use this option to update the 'BILL RESULTING FROM' information. These are brief statements that are used in the follow-up letters to identify the source/cause of the bill .

COWC Referral [PRCAC COWC REFER] Use this option to keep a record of an account that is being referred to the DVB Committee on Waivers and Compromise. The referral date may be changed if found to be incorrect.

Adjustment to Accounts Receivable [PRCAC TRANSACTION]This is a menu option that contains the adjustment, waiver, suspend, reestablish, and termination transaction options.

Adjustment to an AR record [PRCAC TR ADJUSTMENT] This option is used to make adjustments to an account. An adjustment is used to reflect revision to the principal balance. A decrease adjustment will cause a negative adjustment to principal balance.

Decrease Adjustment [PRCAC TR DECREASE]This option enters an adjustment that decreases an account'sprincipal balance.

Increase Adjustment [PRCAC TR INCREASE]This option enters an adjustment that increases an account's principal balance.

Waive an Accounts Receivable [PRCAC TR WAIVED] This option is used to waive an accounts receivable. There are two types of waiver transactions- Waived in full and Waived in part. In case of waived in full, the current status of the accounts will be changed to inactive. In the case of a partial waiver, the amount will be applied to the principal balance.

Partial Waiver [PRCAC WAIVED PART]Use this option when the AR is waived in part . The account remains active.



Full Waiver [PRCAC WAIVED FULL]Use this option when the AR is waived in full. The account will be written-off, and its status changed to "W rite-Off".

Terminate an Accounts Receivable [PRCAC TR TERMINATION] This option is used to terminate an accounts receivable at the user's request. There are two types of Termination transactions: Terminated by Fiscal Officer and Terminated by compromise with DC/DOJ. This termination changes the current status of the account to “Write-Off”.

Fiscal Officer Terminated [PRCAC TR TERM-FISCAL] Use this option to process the account terminated by fiscal officer. This changes the account's status to "Write-Off".

Compromise Termination [PRCAC TR TERMCOMPROMISE] Use this option to process the account terminated by compromise. This changes the account's status to "Write-Off".

Re-Establish Bill [PRCAC TR RE-ESTABLISH BILL] This option is used to re-activate a Bill that is in the Write-Off, Suspended, Cancellation or Collected/Closed status. This will create a Re-establish Transaction and change the status of the Bill to Active (not prepayment Bill). If the Bill has no balance, you must enter in the re-establish amount of the Bill which will be the principal balance of the Bill.

Suspend an AR Bill [PRCAC TR SUSPENDED] This option will allow the user to place a selected AR Bill that has a principal balance into the Suspended status. A Bill in this status will not print on the patient's statement but it does accrue administrative charges. The status of the selected Bill will change to Suspended and create a SUSPENSE transaction for the current outstanding amount.

Report Menu for Accounts Receivable [PRCAD REPORT MENU]This is a menu of options for printing formal reports for AMIS Reports,3rd Party Bills, Delinquent Accounts, etc.

Accounts Receivable Status Reports [PRCAL LIST MENU]This is a menu of options to display lists of bills by status (new, incomplete, active, written-off) or referral action (District Counsel or Department of Justice).



DC Pending Referral AR Listing [PRCAL REFER DC] This option prints a list of accounts pending referral to the District Counsel based on a principal balance within the ranges set by the PRCAF PARM DC option and showing no account activity for thirty days after the third follow-up letter.

DOJ Pending Referral AR Listing [PRCAL REFER DOJ] This option prints a list of accounts pending referral to the Department of Justice based on a principal balance exceeding the minimum set by the PRCAF PARM DOJ option and showing no account activity for thirty days after the third follow-up letter.

Category Listing for Bills [PRCAL OTHER LIST] Use this option to print a listing of receivables other than Category C. You will need to select the current status and category.

Status Listing For Bills [PRCAL STATUS LIST]This report will allow users to view bills by a particular status.

Refunds to be Approved by Certifying Official [PRCA REFUND REVIEW LIST] This option is used to print all refunds that have been REFUNDED, but that have not been approved by the certifying official to be transmitted to FMS.

Delinquent AR Reports [PRCAD R DELINQUENT MENU]This is a menu of options for printing delinquent account reports.

31-90 Delinquent Accounts [PRCAD RDL 90] This prints a list of accounts delinquent 31-90 days.

91-180 days Delinquent Accounts [PRCAD RDL 180] This prints a list of accounts delinquent 91-180 days.

181-365 days Delinquent Accounts [PRCAD RDL 365] This prints a list of accounts delinquent 181-365 days.

Over 365 days Delinquent Accounts [PRCAD RDL OVER 365]This prints a list of accounts delinquent more than 365 days.



Print All Delinquent Accounts [PRCAD RDL ALL]This prints a list of all accounts delinquent more than 30 days.

Report of AR by Last Activity Date [PRCA LAST ACTIVITY] This report will print bills, sorted by category, by the date of last activity. The date of last activity is defined as the date of when the bills were last "looked" at or had some activity. This date is derived by finding the most recent date of the following:

1) Last time a letter printed (LETTER1, LETTER2, LETTER3) 2) Date Bill was prepared 3) Date status was last updated 4) Date the last transaction was entered into the system or Transaction date

If none of these dates are found, then the default date is 01/01/91. Only those bills in an "unresolved" status (Active, Suspense, etc.) are printed. Those bills that have been resolved are not displayed.

Management Reports [PRCAD MANAGEMENT REPORT MENU] This is a menu of options used to print reports on 3rd Party Accounts, Admin/Interest Rates, AMIS Reports, etc.

3rd Party Accounts Report Print [PRCAD R 3RD] This prints the active 3rd Party Accounts, sorted by Debtor.

Admin/Interest Rates Print [PRCAD R INT RATE]This prints a list of Admin/Interest Rates -- daily, monthly and annual rates are displayed.

DC/DOJ Debt Collection Report [PRCAD DCDOJ COLLECTION] This is a menu for the DC/DOJ debt collection report, RCS 04-0462/0464.

DC Debt Collection Report [PRCAD DC COLLECT] Use this option to print the District Counsel debt collection report. This is needed to prepare the VA Form 4-5320a/b.



DOJ Debt Collection Report [PRCAD DOJCOLLECTION]Use this print-out to prepare the VA Form 4-5320a/b, Department of Justice Debt Collection Report.

Co-Pay Waiver Report [PRCA CO-PAY WAIVER REPORT] This option allows the user to enter data for lines 9-20 of the co-pay waiver report. After the user accepts this data entry, a background job is queued to compile data for lines 1-8. After compilation of the data, the report is sent to G.PCWMCCR at FORUM (in string format). The report also is delivered to the sender’s IN box in a printed format.

Contingent 3rd party AR Report [PRCAD CONTINGENT 3RD] This option prints the contingent 3rd Party Accounts referred to the District Counsel or Department of Justice for collection.

IRS Offset Report [PRCA IRS OFFSET] This report is run monthly and provides a snapshot of the current status of AR's referred to IRS for offset. It shows, as of a point in time, the number of IRS Offset letters that were printed since the last IRS Offset report and the total amount of debt corresponding to those letters, as well as the number and value of debts actually referred to the IRS, and the amount of collections on debts that have received by IRS for offset.

Medication Co-pay Exemption Report [PRCAX CO-PAY EXEMPTION REPORT] This option produces a report showing the med ication co-pay exemption adjustments applied to the system for a given time period selected by the user. The report will display the patient name, patient ID, Bill number, transaction number, and transaction amount for the adjustment.

Payments with Write-offs Report [PRCA PAYMENTS WITH WRITE-OFFS] This report will show patients that have made payments and have bills in the write-off status. This report would be used to re-evaluate if bills in the write-off status should be made active for collection purposes. Written-off bills are still



collectable and follow-up action should be activated for these bills if the patient is making payments.

Revenue Code Totals by Rate Type [PRCAD REV CODE TOTALS] Prints totals of Revenue Code amounts by Rate Type. To collect data for AMIS Segments 295 and 296.

Transaction History [PRCA TRAN TYPE HISTORY] This option will create a report that will list all transactions sorted by type of transaction, category of bill and date for the specified type of transaction, category of bill and date range.

Reconciliation Reports [PRCAD RECONCILE MENU] This is a menu of options for printing reconciliation reports for District Counsel, Department of Justice, Committee on Waivers and Compromise, MAS, other services, Agent Cashier, etc.

Date Sorted Payment Report [PRCAD RECON CASHIER] This option prints the agent cashier reconciliation report. Choose the time period for the report. The Bill #, Payment Receipt #, Payment date and Paymen t amount will be shown.

MAS Reconciliation Report ... [PRCAD MAS REPORT] This is a menu for bills generated by MAS to reconcile between Fiscal and MAS.

Third Party Completed [PRCAD RECON MAS] This option prints the MAS reconciliation report. Choose the time period for the report. This report prints the 3rd party accounts only. The Bill #, Date bill prepared and Original amount will be shown.

Other Completed [PRCAD MAS COMPLETE] This prints the bills accepted by Fiscal for the designated period. This prints only MAS bills.

Incomplete [PRCAD MAS INCOMPLETE]This prints the bills with 'Bill Incomplete' status generated by Service.

DC Referred Report Print [PRCAD R DC]This option prints a list of the Accounts which have been referred to the District Counsel.



DOJ Referred Report Print [PRCAD R DOJ] This option prints a listing of the Accounts which have been referred to the Department of Justice. The principal balance on the account is greater tha n $1200 unless otherwise set.

COWC Referred Report Print [PRCAD COWC LIST]Use this option to get a listing of the accounts referred to the DVB Committee of Waivers and Compromise.

Payments Posted from Prepayment [PRCA PREPAY POST] This option will list by date selected, the AR Transactions that are Decreases from Prepayment bills and their corresponding AR Transaction that is a Payment in Full or Payment in Part to an Account Receivable bill. An error will display if the decrease trans action and the payment transaction don't balance.

Payment transactions that are applied to bills that are not in the 36x5014 Appropriation will be flagged, in order to notify the AR Tech. to include that payment amount on a 928.23 transaction type code sheet.

Follow-up Letter Menu [PRCAE FOLLOW-UP]This is a menu that contains options for Follow-up letters, Form letters,Patient Statements, and IRS Letters.

Hold Printing a Follow-up Letter [PRCAE L HOLD]This option holds the printing of a fo llow-up letter until the letter isreleased.

NOTE: This option does not hold the printing of bills or charges on the patient statement.

Remove Hold on Follow-Up Letter [PRCAE LET REL] This releases held letters for printing.

Print Statements/Letters by Date [PRCAE PR LETTERS] This option will print Patient Statements and Follow-up Letters that should have printed on the selected date but didn't. All statements and letters will print if no patient is selected.

NOTE: Enter a patient name to print a Patient Statement for one patient. If no statement prints and an Account Balance Discrepancy bulletin is not generated, it may be because the account has no new activity other than interest charges.



IRS offset letters (print/reprint) [PRCAE IRS OFFSET] This option will print IRS OFFSET demand letters for ARs that are eligible for referral to IRS. This option should be run at least once a year around the third week in September. However, it can be run more than once per year, for example, at the beg inning of September and at the end of September. It is recommended to run this option at least once during the end of September, since this will find the maximum number of ARs eligible for IRS OFFSET.

NOTE: This option can only be run during 9/1 through 9/20 of each year.

List of Accounts Receivable with Holds [PRCAE LIST HOLD] This prints the list of follow-up letters being held.

Reprint Patient Statements [PRCAE PR STATEMENT]This option will reprint Patient Statements for the selected date. Enter a patient range in print order to have only the statements in that sequence reprint or do not select a range to reprint all statements for the selected date.

NOTE: This option will not reprint Follow-up Letters.

Reprint the Follow-up Letters [PRCAE REPRINT LETTERS] This option allows you to reprint a Follow-up Letter for the selected date. You may enter a range of bills to print (print order range) or have all the Follow-up Letters reprint for that date by not selecting a Bill to start or end the sort.

NOTE: This option will not reprint Patient Statements.

Reprint UB Letters [PRCAE REPRINT UB]This option allows you to reprint a UB Letter for the selected date. You may enter a range of bills to print (print order range) or have all the UB Letters reprint for that date by not selecting a Bill to start or end the sort.

Establish/Edit Old Bills [PRCAA OLD BILL] Use this menu to establish or edit old bills. The process is called "backloading" paper bills into the system -- bills that have already been forwarded to the Accounting Technician.



Set Up Old Bills [PRCAA OLD SETUP]Use this option to enter old bills into the Accounts Receivable File. The user can back-load bills that existed before installation of the AR Package.

Edit Incomplete Old Bills [PRCAA OLD EDIT] Use this to update the incomplete old bills. If the current status of the account is "OLD BILL", the Bill should be edited with this option.

Transaction Profile [PRCAC TRANS PROFILE] Use this option to see a profile of a single transaction. More complete information on an account is available with the PRCAC PROFILE option.

Account Management [PRCA ACCOUNT MANAGEMENT]This option allows the user to enter or log information specific to adebtor account, such as, address information and comments.

Account Information [PRCA ACCOUNT INFORMATION] This option will allow the user to edit AR Debtor Information.

Address Display/Edit [PRCA VEN BIL]This option edits the billing address of debtors.

Bill Comment Log [PRCA BILL COMMENT] This option will allow the user to enter a COMMENT type transaction for a Bill. This allows follow-up action or patient contact to be logged against the Bill for documenting follow-up activity.

Brief Account Profile [PRCAY ACCOUNT PROFILE]This option will display an Account Profile for Patient, Vendors, Insurance Companies, etc.

Check Patient Account Balance [PRCA ACCOUNT CHECK] This option will check a selected patient's account and display information regarding the printing of the patient's statement. This option should be used when a discrepancy is found. This option should also be used to review a patient's statement before it prints.

Debtor Comment Log [PRCA DEBTOR COMMENT]This option will allow the user to enter a comment for a debtor that can be later profiled.



Follow-up Reports [PRCA FOLLOW-UP REPORTS] This option will print a report of the follow-up transactions for bills and follow-up actions for a debtor. The report will prompt the user for date range and any comment "flagged" for follow-up within the date range will display on the report.

Full Account Profile [PRCAY FULL ACCOUNT PROFILE]This option will display a full account profile of all bills for a debtorregardless of the status of the Bill.

Mark/Unmark Invalid Transaction [PRCA MARK INVALID TRANS.] This option is used to flag a transaction so that it does not appear on the patient statement.

Statement Discrepancy Listing [PRCA DISC LIST] This option will list all the AR Debtors whose accoun ts do not balance. Use this option to generate a list of debtors who are not receiving statements because of balance discrepancies. This option takes awhile to run. You should queue this report to a printer.

Transaction History for a Patient [PRCA TRANS HISTORY] This option will allow the user to print a type of transaction or all transactions for a patient for a selected date range.

Agent Cashier [PRCAY MASTER]This option is the top level menu for Payment processing.

Cash Payment [PRCAY CASH PAYMENT Synonym: CS] This option is used to enter a cash payment for both mail-in and window payments. This option batches payments to be posted to the accounts at a later time.

Check/MO Payment [PRCAY CHECK/MO PAYMENT Synonym:CM]This option is used to enter mail-in and window check and money order payments. This option batches payments to be posted to the accounts at a later time.

Credit Card Payment [PRCAY CREDIT CARD PAYMENTSynonym: CC]This option is used for mail-in and windo w credit card payments. This option batches payments that will be posted to the accounts at a later time.



Other Payment [PRCAY OTHER PAYMENT Synonym: OP]This option allows the user to enter payment for TDA type payments. This option is very similar to the cash payment option, but allows a different receipt to be open and used for TDA payments.

Cancel a Payment Transaction [PRCAY CANCEL PAYMENT Synonym: CP] This option will allow the Agent Cashier to cancel a payment transaction and re-enter the payment as a new transaction.

Move A Payment Transaction [PRCAY MOVE A PAYMENT Synonym: MV] This option will allow the agent cashier to copy a payment transaction from one receipt to another, provided that the receipt being copied from is cash and the receipt or payment has not already been processed.

Patient Payment/Refund Transaction History Inquiry [PRCA PAYMENT TRANS HISTORY Synonym: PD] This report lists a history of payment/refund transactions for a patient for a specified date range.

Brief Account Profile [PRCAY ACCOUNT PROFILE Synonym: BR]This option will display an Account Profile for Patient, Vendors, Insurance Companies, etc.

Deposit Management [PRCAY DEPOSIT MANAGEMENT Synonym: DM]This sub-menu allows the user access to the Deposit options.


Deposit Money to Bank [PRCA DEPOSIT MONEY] This option allows the user to approve a ticket for deposit to a bank. If a deposit ticket has no receipt associated with it, the user will be asked to provide necessary information before the ticket cn be approved.





Summary Listing of Deposits [PRCA SUMMARY DEPOSIT] By choosing this option, the user is able to view information about past and current deposit tickets.



Full Account Profile [PRCAY FULL ACCOUNT PROFILE Synonym:FU] This option will display a full account profile of all bills for a d ebtor regardless of the status of the Bill.

Print 215 Report [PRCAY PRINT 215 Synonym: P2]This option will print a 215 report, sorted by appropriation number for a given receipt number entered by the user. It will also show errors of payment (a payment entered without an appropriation) and posting errors.

Profile of Accounts Receivable [PRCAC PROFILE]This displays all the AR data the user needs. He may see the data on his terminal screen or print the profile on a designated printer. The profile is classified by category: patient, vendor or 3rd party.

Release Holds on AR [PRCAY RELEASE HOLDS Synonym: RH] This option allows the agent cashier to release "holds" on Means Test bills. There may be some requirements for the VA to "hold-off" billing the patient until payment is received from the insurance company. When a payment is received from an insurance company, any "holds" on bills to be sent to the patient need to be removed and the patient should be billed. This option allo ws the user to forward the bills from MCCR to AR to start the collection process.

Receipt Management [PRCAY RECEIPT MANAGEMENT Synonym: RM]



This menu will allow the user to manage receipts. This includes posting, approving, reviewing, etc. type options for receipts.

Approve a Receipt [PRCAY APPROVE BATCH]This option will mark a batch as approved and ready for posting to the A/R Transaction File.

Edit A Receipt [PRCAY EDIT A RECEIPT]This option allows the user to edit a receipt.

List of Receipts [PRCAY LIST RECEIPTS] This option will print a report of all receipts recorded with unarchived payments. The report is sorted by date and shows the receipt number, date posted, amount of payment, the bill that reflects the payment, and the user who posted the payment.

Post an Approved Receipt to Accounts [PRCAY POST TRANS] This option will post the transactions in an approved batch to the A/R Transaction File. Users can only post a batch which they approved, unless they hold the supervisors key.

Receipt Number Reconciliation Report [PRCAD RECON CASH RECEIPT] This will print the Agent Cashier Reconciliation Report sorted by the Receipt Number.

Reprint a Customer's Receipt [PRCAY REPRINT A RECEIPT]

This option will allow an Agent Cashier to reprint a receipt for a payment transactions. If a payment was canceled, the amount printed on the receipt will be zero.

Summary of Current Receipts [PRCAY SUMMARY OF CURRENT] This option will list a summary of current receipts in the system. This report will show who opened a receipt batch, when the batch was opened, number of transactions in the batch, and who approved the batch for posting to patient accounts.

Void A Receipt [PRCAY VOID A RECEIPT]



This option will allow a receipt that was entered in error and has not had any payment transactions entered to be voided. The receipt will be purged with the other receipts.

Transaction Profile [PRCAC TRANS PROFILE Synonym: TP] Use this option to see a profile of a single transaction. More complete information on an account is available with the PRCAC PROFILE option.

FMS Utilities Menu [PRCA FMS UTILTIES]This top level menu contains all the options to resend, edit and viewFMS documents

Document Status Inquiry [PRCA FMS DOCUMENT INQUIRY] This main option contains the options for viewing an FMS doc, ie billing document, write-off, etc that was sent to FMS

Billing Document Inquiry [PRCA FMS BILL INQ]This option is used to view the status of a detail bill sent to FMS

Regenerate Prior Month OBR [PRCA FMS OBR MANUAL TRANS] This option recreates and sends the Outstanding Bill Reconciliation report to the local user’s group.

Transaction Inquiry [PRCA FMS TRANS INQ]This option is used display the FMS status for an A/R transaction.

Unprocessed Document List [PRCA FMS UNPROCESSED LIST] This option will print a list of FMS documents that have been updated three or more days ago.

FMS Cash Receipt Reconciliation (132 col.) [PRCA FMS DOC/RECPT COMPAR] This report is to print all receipts for a deposit, and gives total for each fund under the deposit within a particular status.

FMS Regeneration Menu [PRCA FMS REGENERATION]This option is the top level menu for regenerating FMS documents to Austin.

Billing Document Regeneration [PRCA FMS BD REGEN] This options regenerates a FMS document rejected in Austin.



Edit FMS Accounting Elements [PRCA FMS ACCT EDIT] This option is used to edit the accounting line information on FMS billing documents.

Modified Billing Document Regeneration [PRCA FMS MBD REGEN] This option regenerates a modified billing document that rejected in Austin

National Data Base Document Regeneration [PRCA FMS NDB REGEN] This option is used to regenerate FMS national data base documents.

Overpayment (OP) Document Regeneration [PRCAT FMS OP REGEN] This option will allow a user to retransmit a "rejected" OP document. It will only allow t he retransmission of an OP document that has actually been refunded in the AR package and has been rejected by FMS.

Regenerate FMS Cash Receipt Document [PRCA FMS CASH RECEIPT] This option is to re-create and re-transmit the Cash Receipt Documents.

Remove invalid SUB BOC [PRCA FMS SBOC]This option is used to remove an INVALID SUB BOC from a rejected FMS document.

Regenerate FMS Cash Receipt Document [PRCA FMS CASH RECEIPT] This option is to re-create and re-transmit the Cas h Receipt Documents.

Write-Off Document Regeneration [PRCA FMS WRITE-OFF] This option is used to regenerate a rejected write-off document

Forward IRS OFFSETs to Austin [PRCA FORWARD IRS OFFSETS] This option forwards IRS Offset data to Austin, where it will be collected for transmission to the IRS.



Refund Review and Approve [PRCA REFUND REVIEW] This option will allow a user to select a Prepayment Bill in the Open or Refund Review status, review the Bill and, approve the Bill by entering their Electronic Signature. The refund must be signed by a Certifying Officer, holder of the PRCAY PAYMENT SUP security key. Two signatures are needed in order for it to be processed by the Accounting Tech.

NOTE: Prepayments under $1.00 cannot be refunded.



SUPERVISOR'S AR MENU [PRCAF SUPERVISOR MENU]

This is the menu for the Accounts Receivable Supervisor.

Edit/Add ‘Bill Resulting From’ List [PRCAF EDIT BILL FROM]Use this option to edit the entries in the "Bill Resulting From" file or addentries to the list. The data appears in each debt collection letter.

Delete an Incomplete Transaction [PRCAF TR DELETE]Delete incomplete transactions with this option. Enter the AR Billnumber associated with the transaction that is flagged as incomplete.

Administrative Cost Adjustment [PRCAF ADJ ADMIN]Use this option to adjust the administrative costs, IRS cost, DMV cost,etc

Form Letter Menu (Edit/Print) [PRCAF U FORM MENU]This is a menu of options for editing and printing form letters. The usermay edit a letter or print it to check for proper format.

Edit Form Letters [PRCAF U FORM ED]The Supervisor can use this option to edit the text of a form letter. Great caution should be taken NOT to alter the contents of the window functions contained in vertical bars -- | |. Formatting of the printed letter will be adversely affected.

Print Form Letter [PRCAF U PRINT FORM] Use this option to test the printed format of a letter. The user can select any form letter/Bill combination. Data stored for the account will not be affected.

Return Bill to Service [PRCAF RETURN BILL]Use this option to return a Bill needing amendment to the originatingService/Section.

Agency Location Code (Deposits) [PRCA AGENCY LOCATION]This option allows the user to enter the ALC upon package installationor to edit an already existing ALC.

Archive Menu [PRCAK AR SUPERVISOR] This option allows the AR Supervisor access to the Archive menu. The Archive process should be coordinated between IRM and Fiscal. The options available will allow Fiscal service to list all bills that are pending Archive and also remove the Bill from the list before IRM archives the Bill.



Detailed Report of Pending Archive Records [PRCAK ARCHIVE MARK PRINT] This option will print a report of all the AR records that are flagged for Archive. (The status is "PENDING ARCHIVE"). This report includes the Bill no., Debtor name, category, the previous status before it was marked for Archive, the balance, and the date of the last activity. A total of entries mark ed as ARCHIVE will print at the end of the report. This total may be very useful in determining the amount of systems' activity the archive processes will create.

Unmark Records Marked for Archival [PRCAK UNMARK ARCHIVE] This option will allow the user to change the status of a record from PENDING ARCHIVE back to the previous status. This will prevent the record from being archived. The user may unmark ALL records or select each record. If the records marked for archiving were moved to the tem porary storage file, the status cannot be changed.

Bad Debt Accrual Over-Ride [RCNR BAD DEBT ACCR. EDIT]This menu option will allow the user to over-ride the calculated write-offand contract adjustment totals.

National Roll-up Report [RCNR NATIONAL ROLLUP REPORT] This report prints out information contained on the national roll-up. It allows selection of a range of dates and for a set of criteria by the user. It also gives the option of printing a 'detailed' report. A 'detailed' report will list all bills and transactions for each criteria selected with the corresponding amounts.

Purge Unprocessed FMS Document File [PRCAF PURGE UNPROC] This option is used to purge the AR/FMS document file (347). This option will purge all entries older than the date entered by the user. This option should be used with care.

Site Parameter Edit [PRCA SITE PARAMETER] This option will allow the AR Supervisor to edit the site parameters for the AR Package. The site parameters allow the system to tailor itself for specific site needs, such as number of days to purge Agent Cashier Receipts, When to generate IRS Offset Letters, etc.

Deactivate Group [PRCA DEACTIVATE GROUP]Allows the user to deactivate a currently active “group”.



Group Parameters [PRCA BIL AGENCY]User can add/edit the billing agency address with this option.

Interest/Admin/Penalty Rates [PRCAF U ADMIN.RATE]This option adds/edits the administrative costs and interest rates charged on delinquent accounts.

IRS Parameters [PRCA IRS PARAMETERS]This option will allow the user to modify the site parameters to control IRS Offset functionality.

Statement Parameters [PRCA NOTIFICATION PARAMETERS] This option will allow the AR Supervisor to edit parameters specific to the Patient Statements. This will allow the user to control functionality related to statements.



AGENT CASHIER [PRCAY MASTER]

This is the top level menu for payment processing.

Agent Cashier [PRCAY MASTER]This option is the top level menu for Payment processing.

Cash Payment [PRCAY CASH PAYMENT Synonym: CS] This option is used to enter a cash payment for both mail-in and window payments. This option batches payments to be posted to the accounts at a later time.

Check/MO Payment [PRCAY CHECK/MO PAYMENT Synonym:CM]This option is used to enter mail-in and window check and money order payments. This option batches payments to be posted to the accounts at a later time.

Credit Card Payment [PRCAY CREDIT CARD PAYMENTSynonym: CC]This option is used for mail -in and window credit card payments. This option batches payments that will be posted to the accounts at a later time.

Other Payment [PRCAY OTHER PAYMENT Synonym: OP]This option allows the user to enter payment for TDA type payments. This option is very similar to the cash payment option, but allows a different receipt to be open and used for TDA payments.

Cancel a Payment Transaction [PRCAY CANCEL PAYMENT Synonym: CP] This option will allow the Agent Cashier to cancel a payment transaction and re-enter the payment as a new transaction.

Move A Payment Transaction [PRCAY MOVE A PAYMENT Synonym: MV] This option will allow the agent cashier to copy a payment transaction from one receipt to another, provided that the receipt being copied from is cash and the receipt or payment has not already been processed.



Patient Payment/Refund Transaction History Inquiry [PRCA PAYMENT TRANS HISTORY Synonym: PD] This report lists a history of payment/refund transactions for a patient for a specified date range.

Brief Account Profile [PRCAY ACCOUNT PROFILE Synonym: BR]This option will display an Account Profile for Patient, Vendors, Insurance Companies, etc.

Deposit Management [PRCA DEPOSIT MANAGEMENT] This submenu allows the user access to the Deposit options.


Deposit Money to Bank [PRCA DEPOSIT MONEY] This option allows the user to approve a ticket for deposit to a bank. If a deposit ticket has no receipt associated with it, the user will be asked to provide necessary information before the ticket cn be approved.



Summary Listing of Deposits [PRCA SUMMARY DEPOSIT] By choosing this option, the user is able to view information about past and current deposit tickets.





Full Account Profile [PRCAY FULL ACCOUNT PROFILE Synonym:FU] This option will display a full account profile of all bills for a debtor regardless of the status of the Bill.

Print 215 Report [PRCAY PRINT 215 Synonym: P2]This option will print a 215 report, sorted by appropriation number for a given receipt number entered by the user. It will also show errors of payment (a payment entered without an appropriation) and posting errors.

Profile of Accounts Receivable [PRCAC PROFILE] This option displays all the AR data the user needs. He may see the data on his terminal screen or print the profile on a desi gnated printer. The profile is classified by category: patient, vendor, or 3rd party.

Release Holds on AR [PRCAY RELEASE HOLDS Synonym: RH] This option allows the agent cashier to release "holds" on Means Test bills. There may be some requirements for the VA to "hold-off" billing the patient until payment is received from the insurance company. When a payment is received from an insurance company, any "holds" on bills to be sent to the patient need to be removed and the patient should be billed. This option allows the user to forward the bills from MCCR to AR to start the collection process.

Receipt Management [PRCAY RECEIPT MANAGEMENT Synonym: RM] This menu will allow the user to manage receipts. This includes posting, approving, reviewing, etc. type options for receipts.

Approve a Receipt [PRCAY APPROVE BATCH]This option will mark a batch as approved and ready for posting to the A/R Transaction File.

Edit A Receipt [PRCAY EDIT A RECEIPT]This option allows the user to edit a receipt.

List of Receipts [PRCAY LIST RECEIPTS] This option will print a report of all receipts recorded with unarchived payments. The report is sorted by date and shows the receipt number, date posted, amount of payment, the bill that reflects the payment, and the user who posted the payment.



Post an Approved Receipt to Accounts [PRCAY POST TRANS] This option will post the transactions in an approved batch to the A/R Transaction File. Users can only post a batch w hich they approved, unless they hold the supervisors key.

Receipt Number Reconciliation Report [PRCAD RECON CASH RECEIPT] This will print the Agent Cashier Reconciliation Report sorted by the Receipt Number.

Reprint a Customer's Receipt [PRCAY REPRINT A RECEIPT] This option will allow an Agent Cashier to reprint a receipt for a payment transactions. If a payment was canceled, the amount printed on the receipt will be zero.

Summary of Current Receipts [PRCAY SUMMARY OF CURRENT] This option will list a summary of current receipts in the system. This report will show who opened a receipt batch, when the batch was opened, number of transactions in the batch, and who approved the batch for posting to patient accounts.

Void A Receipt [PRCAY VOID A RECEIPT]This option will allow a receipt that was entered in error andhas not had any payment transactions entered to be voided. The receipt will be purged with the other receipts.

Transaction Profile [PRCAC TRANS PROFILE Synonym: TP] Use this option to see a profile of a single transaction. More complete information on an account is available with the PRCAC PROFILE option.



UNASSIGNED OPTIONS

[PRCA NIGHTLY PROCESS]Use this option nightly to perform the following tasks.

1) Update of open status bills to active2) Update of interest/admin charges on patients' accounts3) Update statement days4) Print of Patient Statements, Uniform Billing forms, and non-patientfollow-up letters5) Purge of Receipts6) Creation of IRS Master Code Sheets7) Creation of IRS Update Code Sheets8) Print of IRS Offset letters9) Print of the Follow-up list10) Purge AR Events11) Flag prepayments for refund review12) Print Comment List

Process will first check and validate AR pointer files 341.1, 430.2, and 430.3. Process will terminate and send bulletin if files are not valid.

OTHER OPTIONS (NOT ASSIGNED TO USER MENUS)

PRCA FMS-CONV MENUThis menu contains options to reconcile bills with FMS after the CALMconversion.

PRCA FMS CAF LIST During the conversion process, FMS sends a file to be processed by the IFCAP server. If the server fails to start, this option can be used to manually start the process. This option will also take FMS bill data from the Conversion AR Fields (CAF) file and place them in their corresponding AR file entries. Afterwards, a list will be transmitted to the G.FMS mail group showing FMS bills entered into the AR file and FMS bills that are not in the AR file, if any.

PRCA FMS-CONV DECREASE ADJ This option will be used to decrease bills to bring the amounts in line with FMS after the CALM conversion. The resulting decrease transaction will not be sent to FMS.

PRCA FMS-CONV ACCOUNTING This option is used to enter FMS accounting elements on converted records



PRCA FMS-CONV INCREASE ADJ This option will be used to increase bills to bring the amounts in line with FMS after the CALM conversion. The resulting increase transaction will not be sent to FMS.

PRCA FMS-CONV SETUP BILL This option will be used to enter bills that have been transmitted to FMS during the calm conversion and are not present on the local system. These bills are not re-sent to FMS.

PRCAK ARCHIVE This menu contains Accounts Receivable archival options. These options should be executed in the order described in the AR Archival documentation. Because some options may cause a lot of system activity, you should coordinate the use of these options with your IRM System Manager.

PRCAK BUILD TEMP This option will move all of the data items including the transactions for bills in the PENDING ARCHIVE status to a temporary storage file. You cannot unmark records marked for archiving once this process is started. A mail message will be sent to you when the file has successfully been populated.

WARNING: This process may be very system intensive! Please coordinate the use of this option with your IRM System Manager. Be sure you have adequate disk and journal space available.

PRCAK MARK FOR ARCHIVE This option will change the bill status of bills whose last date of activity falls within the selected time-frame to PENDING ARCHIVE. The previous fiscal year and current fiscal year cannot be archived. A mailman bulletin will be sent containing the total number of records marked for archival. This total should be reviewed by the IRM system manager for AR Archival system activity.

PRCAK PURGE TEMP This option will purge ALL of the archive data items in the temporary storage archive file (AR ARCHIVE File 430.8). If there are records remaining in the Pending Archive status you will have to build this file again.

** THIS OPTION DOES NOT RESET THE RECORDS TO THE ARCHIVED STATUS **



PRCAK REMOVE AR RECORD This option will remove the AR record data from the Account Receivable File 430 and all corresponding transactions from the AR Transactions File 433. This option will change the status of the AR record in the 'Pending Archive' status to 'Archived'. The date entered by the user will be entered in the Date Bi ll Prepared field. The entry in the temporary storage file will be deleted after the AR records are updated.

NOTE: The use of this option should be coordinated with IRM and MCCR.


Accounts Receivable Cross-References 340^B This is the regular VA FileMan "B" cross-reference and is used throughout the AR package for users to look-up information by debtor.

^^TRIGGER^340^.03 Since a patient statement day never changes, a statement day is assigned to a patient based on their internal entry number. When a new patient is added to the debtor file, this cross-reference triggers the assignment of the statement day.

340ÂB^MUMPS This cross-reference allows rapid lookup of debtors in the debtor file by the "type" of debtor. There are five types of debtors (Patient, Insurance Company, Institution, Vendor, and Person). This allows the AR software to scan the file for only a specific type of debtor rather than having to look at each entry.

340ÂC This cross-reference is used to print patient statements and Vendor, Person, and Institution follow-up letters. Since these type of debtors get notified based on their statement day, this cross-reference allows rapid look-up of which debtor is due a notification on a particular day.

341ÂD3^MUMPS This cross-reference is used for account profiles and for printing patient statements, letters, and bills. It stores the debtor, event-type, and date/time event was closed in reverse order.

341^C This cross reference sorts events by the date/time they are closed and allows a chronological ordering of events.

341ÂC1^MUMPSThis cross reference is used to store events that are in an open status.Since only one event at a time should be in an open status for a debtor,this cross reference makes sure that no two events are in an open statusfor a debtor.

341ÂD1^MUMPS This-cross reference is used for account profiles and for printing patient statements, letters, and bills. It stores the debtor, event-type, and date/time event was closed in reverse order.


Accounts Receivable Cross-References

341^B This cross-reference will allow look-up to the event file by identifier.

341ÂE This cross reference is used to sort and print events by their follow-up dates.

341ÂC2^MUMPSThis cross reference is used to store events that are in an open status.Since only one event at a time should be in an open status for a debtor,this cross reference makes sure that no two events are in an open statusfor a debtor.

341ÂD2^MUMPS This cross-reference is used for account profiles and for printing patient statements, letters, and bills. It stores the debtor, event-type, and date/time event was closed in reverse order.

341.1^B This cross reference is not used in the AR package, but exists for FileMan look-up on this file by the AR event type name.

341.1ÂC Since the AR event type file is a table file, AR event types are found by their associated event number using this cross reference.

342^B This cross reference is to allow look-up on the site parameter file by the site name.

342.1^B An AR group is defined by the site and is assigned a "type" of group. This allows the site to look-up the AR GROUP by the name that was assigned to the AR GROUP type.

342.1ÂC The AR package uses this cross reference to find and return information on specific AR groups by type.

342.2^B

343^B



This cross reference is used to look-up follow-up letters by name for users and also when printing follow-up letters for patient statements and bills.

344^B This cross-reference is used for sorting and file look-up by receipt #.

344ÂA1^MUMPS This cross-reference stores the last receipt number used by a user specific to type of payment. This cross-reference is used to show the default Receipt # when using the payment options in the Agent Cashier module.

344ÂA^MUMPS This cross-reference stores the last receipt number used by a user specific to type of payment. This cross-reference supports the cross-reference in field "OPENED BY".

344.01^B This x-ref is used for look-up and sorting by VA FileMan.

344ÂC

344ÂD

344ÂSTAT

344.1ÂC This cross-reference is needed to display payments not yet to patient accounts during the use of the "Account Profile" option.


344.1^C

347ÂD

347^C

347^D

347^B This x-ref is used for look-up and sorting by VA FileMan.






347.4ÂCR This x-ref is used to look-up CR documents

347.4ÂWR This x-ref is used to look-up WR documents


348^B This x-ref is used for look-up and sorting by VA FileMan.

348^C^MUMPS This cross-reference stores the print name of the entry along with the code.


430^B This cross-reference is used for file look-up and sorting by Accounts Receivable Bill No.

430^D^MUMPS This cross reference is used for lookup and sorts on the Accounts Receivable 6 digit Bill number (without the station number).

^^TRIGGER^430^71 This cross reference triggers the Principal Balance field #71.

430Ê This cross reference is set for the Third Party type category of bills.

430ÂC This cross-reference is needed to find bills by status. This cross-reference is used extensively by reports and options.



430ÂS2^MUMPS This cross-reference allows rapid look-up of bills by status for a specific debtor.

^^TRIGGER^430^60 This cross-reference triggers the Date Account Activated field. When a Bill is made Active or Open for a patient, new activity needs to be logged to that it may appear on the next patient statement.

430^C This cross-reference allows user look-up of bills belonging to a specific debtor.

430ÂS1^MUMPS This cross-reference allows rapid look-up of bills by status for a specific debtor.

430ÂTD^MUMPS This cross-reference is not actively used and only exists to update the activity for a debtor in the event the debtor field is ever changed, which should never happen.

430ÂK^MUMPS This cross-reference is used to track accounts that have been made ACTIVE. It is used by the patient statement procedures.

430ÂD This cross reference is used for lookup bills by Referral Date.

430.01^B This cross reference is used for lookup and sorts of the Fiscal Years for the Bill.

430.01^C^MUMPS This x-ref has quits to remove the previous x-ref for this field that was no longer needed.

430^F^This cross reference is set for the Pat Ref No. in the Fiscal Year multiplethat is not a Bill No.

430ÂJ^MUMPS This cross reference sets the Appropriation Symbol field 18 to the non year appropriation symbol entered for this Fiscal Year.



^^TRIGGER^430.01^1 This cross reference triggers the Curr.Prin.Bal field #1.

430.02^B This cross-reference is used for lookup and sorts for the Date of Charges.

430.02ÂC^MUMPS This cross reference calculates and sets the Total Amount field 6.

430.02ÂD^MUMPS This cross-reference calculates and sets the Total Amount field 6.

430.02ÂE^MUMPS Obsolete version 3.7 cross-reference.

430.051^B This cross-reference is used for lookup and sorts for Repayment Due Dates.

430.2^B This cross-reference is used for sorting and file look-up by AR Category.

430.2^C This cross-reference is used for sorting and file look-up by the Abbreviation field.

430.2ÂC This cross-reference is used for look-ups by the Category Number field. This cross-reference is used extensively throughout the AR package and SHOULD NOT be edited. By editing this field, it may cause serious functional problems within the AR package.

430.3^B This cross-reference is used for sorting and file look-up by the AR Transaction Type.

430.3^C This cross-reference is used for look-up and sorting transaction types by Abbreviation.

430.3ÂC^MUMPS This cross-reference is used for look-up by Status Number.



430.6^B This cross-reference is used for sorting and file look-up by AR Debt List.

430.6^C This cross-reference is used for look-up and sorting by the Full Name field.

430.6^D This cross-reference is used for look-up and sorting by the AR Debt List Type field.

430.8^B This cross-reference is used for look-up and sorting by Identifier.

433^B This cross-reference is used for sorting and file look-up by Transaction Number.

433^C This cross-reference is used to determine the transaction entries associated with each internal Bill number (from file 430).

^^TRIGGER^433^19 This cross-reference is needed to log an "activity" to the patient account for printing patient statements and various reports.

433ÂE^MUMPS This cross-reference is used for sorting by Calm Code status.

433ÂG This cross-reference is used for the Follow-up List.

433ÂF This cross-reference is used for sorting on receipt number.

433ÂTD^MUMPS This cross-reference is used for the patient statement. It is sorted by the DEBTOR (field 9, file 430) and DATE ENTERED (field 19, file 433). Loop through the Debtors transactions (Date Entered) to display his transactions for a specified time period.

433ÂP^MUMPS This cross-reference is used for sorting by the Prepayment Trans. Date.



433ÂCE^MUMPS This cross-reference is set to aid in printing the medication co-pay exemption report. It is set whenever the decrease transaction or interest exemption transaction is applied as a result of an exemption from medication co-pays. It is also set for the increase transaction if a refund Bill is set up as a result of medication co-pays.

433.01^B This cross-reference is used for sorting by Fiscal Year.

433.01^C^MUMPS Obsolete version 3.7 cross-reference.

433.01^D^MUMPS Obsolete version 3.7 cross-reference.

433.061^B This cross-reference is used for sorting by Date of Charges.

The following three fields within File #430 contain two separate cross-references, which modify a single reference level:

• field #9, ATD x-ref, and field #60, AK x-ref, both setup "ATD";

• field #8, AS2 x-ref, and field #9 AS 1 x-ref, both setup "AS";

The re-indexing of both or either cross-reference may be done to correctly establish the index.


Operating Specifics

INTRODUCTION

This section deals with the specific information you need to determine whether your facility can run AR effectively. The information presented here includes sizing, equipment requirements, journaling, routines, and external/internal relations with other DHCP packages.

SIZING INFORMATION

AR test sites were asked to provide the number of entries made in the three main files for Accounts Receivable using VA FileMan. In addition, the sites ran %ZTBKC to obtain the block count for the associated globals. These files represent the most active and fastest growing AR files. As a result, it is estimated that AR will require the following (note that block sizes are for DSM-11):

^RCD(340 - 1/5 block per entry (AR Debtor)

^PRCA(430 - 1/2 block per entry (Accounts Receivable)

^PRCA(433 - 1/4 block per entry (AR Transaction)

^RCD(341 - 1/4 block per entry(AR Event)

Please note these are an estimate of what is necessary for only a subset of the dynamic files of AR.

To get the estimate of the number of Accounts Receivable transactions, contact your Fiscal Service.

NOTE: Please be aware that Fiscal is required to have access to this information for 6 to 10 years to meet legal requirements.

RECOMMENDED EQUIPMENT

Fiscal

1 CRT per Accounting Technician 1 CRT per Accounts Receivable Clerk 1 CRT for Agent Cashier 1 CRT for Application Coordinator 1 132 column Dot Matrix Printer (for printing free-form bills, preprinted UB92 forms, reports, and patient statements) 1 Letter Quality Printer (reports and letters) 1 Letter Quality Printer (for printing collection letters)


Operating Specifics

There are three default printer locations associated with the AR package. These printers will be associated with a device number on your DHCP system. You may be able to use the same printer for multiple types of outputs. Please consult with your Application Coordinators as to what outputs may be sent to "shared" printers, and where these printers should be located within the Fiscal Service.

TRANSLATION TABLES

The following is a list of globals that should be translated to allow access in a distributed operating system environment. All globals are accessed by all users and all AR data is stored in ^PRC* and RC*.

RCD - This global contains the AR Debtor file (#340).

PRCA - This global contains the Accounts Receivable files.

NOTE: The PRCAK, PRCA, and RC globals may grow very large.

(See the Sizing Information).

RC - Debtor.

RCY - Batch payment.

PRCAK - Archive Purge


On-line Documentation It is recommended that you print the AR Data Dictionaries immediately after you load the software. This is done through the VA FileMan option List File Attributes. The AR files include numbers 340 - 344, 347 - 348.1, and 430 - 433. You may specify a Standard or Brief Data Dictionary as your needs require. Utilizing on-line documentation is the best way to obtain the most current information available. Further information for generating On-line documentation is provided in the Kernel documentation. This can be obtained either from your IRM Service or your local ISC.

Currently AR utilizes PRCA and RC as namespaces. PRCA is in the process of being phased out. There are no special templates associated with AR V. 4.5.

Upon gaining access to the system, the user is prompted to enter a menu selection for each level of the system. If no selection is listed within the prompt, or if the user is unsure of which selections are available, entering a "?" will bring up a list of available selections. Entering "??" will give additional information, and "???" will give brief descriptions of all entries. For prompts containing a selection, the user should enter a <return> to make this selection. If the "NO//" or "YES//" feature is included in the prompt, entering a <return> will indicate selection of the indicated option, and entering a "Y" for yes or "N" for no will allow the user to accept or reject the prompt selection.


On-Line Documentation


Appendix 1: AR Archiving Checklist and Troubleshooting Guide

PURPOSE

This checklist and troubleshooting guide was designed to aid Fiscal and IRM services in the archiving process. The archiving process was developed to remove old bills and transactions from on-line to off-line storage. Upon completion of the archive process, an archived Bill in file 430 is identified by a stub record consisting of the Bill number, archive date, and archived status. All corresponding transactions in file 433 are removed in their entirety from the on-line system.

HARDWARE REQUIREMENTS

Archiving records requires the use of a medium such as tape or removable disk. When selecting either of these mediums, consider that .003 megabytes of available free space is necessary for every entry in file 430 to be archived.

ARCHIVE CHECKLIST

1. Check with Fiscal for the time period to begin archiving. Currently, it is not possible to archive data less than two fiscal years old. For example, if today is September 19, 1994, the latest date which data can be archived is October 1, 1992.

2. From the AR Archive Records Menu, select the option Mark AR Records for Archival.

The start date default "None", will archive the earliest inactive data that is not under the status of Active, Amended Bill, Archived, New Bill, Open, Pending Approval, Refund Review, Returned For Amendment, Returned From AR (NEW), or Suspended.

The end date is the latest date to archive data which is not under any of the status's listed above. This date is up to the individual Fiscal service. For example, your Fiscal service may want to have records from the past four years on-line which would mean that the end date would be entered as 10/1/90.

Upon completion of the marking process, a message is automatically generated and sent to the user who began the process regarding the number of records that were marked "Pending Archive".


Appendix 1

3. Fiscal should review the “Pending Archive” list using the option, Detailed Report of Pending Archive Records, to ensure the records that are marked are the desired records for archiving. If an undesired record is marked, the option Unmark Records Marked for Archival can be used to change the status from Pending Archive to its previous status.

4. On the system where the global ^PRCAK is located, calculate the amount of disk space required by multiplying the number of records to be archived by .003. “.003” is the amount of space each record takes up in megabytes. The product of this multiplication is the number of megabytes of temporary storage that will be necessary for the archiving procedure.

Ex. 12,000 records X .003 MB = 48 MB

Note: This space will be freed when the archive process is complete.

5. Select the option Build Temporary Archive File. During this process, the system will loop throught all bills marked “Pending Archive” (file 430) and identify all corresponding transactions (file 433). For each Bill and transaction being archived, the “pointer-values” will be expanded and moved to the temporary archive file. Upon completion of the Building process, a message is generated indicating whether or not the process was successful and how many archive records were created.

6. Using the operating systems global save utility (^%GS, ^%GSAVE, etc..) write the global ^PRCAK to a removable storage medium i.e. tape, disk, etc.

7. Upon completion of step 6, use the option Remove AR Records from Files. This option will create the stub record in file 430 and remove all corresponding transactions in file 433. When this step finishes, the temporary storage space from step 5 is freed up. The date entered using this option is stored with the stub record as the “date of archival”.

Note: The actual disk space regained will vary due to fragmentation in compression algorithms used by the operating systems. Global compression utilities should be run in accordance with operating systems “cookbook” recommendations to regain unused disk space.


Appendix 1

TROUBLESHOOTING

PROBLEM SOLUTION System crashes or job stops running. Use the option Purge Temporary Archive

Storage File and rerun archive procedure. Archive process identifies few or no Rerun the archive process using a more records. extensive date range. Need to restore archive records. Using the operating systems global restore

utility, restore the archived global and use VA Filemanager to inquire or print file entries.

Note: Once the archive process has begun it cannot be "restarted". If an attempt is made to begin the archive process while it is still in progress, a message will appear indicating that "this process has failed because another AR archive process is already in progress".


Appendix 1


Appendix 2: FMS Documents The following pages contain the document structure and the nature of the data that must be supplied from each service to the Financial Management System.

COLUMN KEYS

# = Field Number Field Name = Name of Field Generating Package = Package responsible for code Value = Default or pattern in Alpha/Numeric Value Status = Hard Code or Variable data element Description = Brief explanation of field

Any segments not listed in a document, are not required or not used.


Appendix 2

A. DETAILED CASH RECEIPT (CR) DOCUMENT

CONTROL SEGMENT

# Field Name Value Value Description Status

1 Segment-ID CTL HC Segment identifier 2 Source System ARS HC Source system identification 3 Destination System FMS HC Destination system identification 4 Submitting Stations 3A VAR IFCAP Station 5 Transaction class DOC HC DOC indicates document transaction 6 Transaction code CR HC CR indicates cash receipt document 7 SEC1 code 4A VAR VHA = 10, VBA = 20 8 Batch number null HC 9 Transaction Number 11A VAR Station(3) + Fiscal Year(1) + K + Sequential(5) + 0 10 Transaction Date 8N VAR Calender date of creation of document (YYYYMMDD) 11 Transaction Time 6N VAR Calender time of creation of document (HHMMSS) 12 Sequence Number 3N VAR Transaction part Sequence Number of Sequence Total 13 Sequence Total 3N VAR Total number of transaction parts 14 Version 3A VAR IFCAP-FMS Interface Version


Appendix 2

DOCUMENT SEGMENTS


1 Segment ID DOC HC Segment identifier

2 Segment ID CR1 HC Segment identifier 3 Trans code CR HC CR indicates a Cash Receipt document 4 Trans Number 11A VAR Station(3) + Fiscal Year(1) + K + Sequential(5) + 0 5 Header XDivision 4A VAR VHA = 10, VBA = 20 6 IFCAP flag N HC IFCAP update control point

7 Segment ID CR2 HC Segment identifier 8 Record Year 2N VAR Calender year of receipt deposit 9 Record Month 2N VAR Calender month of receipt deposit 10 Record Day 2N VAR Calender day of receipt deposit 11 Fisc Month null HC 12 Fisc Year null HC 13 Beg Budget FY null HC 14 End Budget FY null HC 15 Document Type null HC 16 Document Action E HC E is for original entry document 17 Acctg Trans Type null HC 18 Offset Cash Account null HC 19 Deposit Number 12A VAR 20 Fund null HC 21 Document Total 15N VAR Payment amount (Each payment will generate a seperate

document) 22 Billed Fund null HC 23 Accomplished Year 2N VAR Current calendar year 24 Accomplished Month 2N VAR Current calendar month 25 Accomplished Day 2N VAR Current day of current calendar month 26 Disbursing Office null HC 27 HDR Ref Trans Code null HC 28 HDR Ref Trans null HC

Number


Appendix 2

LINE SEGMENTS


1 Segment ID LIN HC Segment identifier

2 Segment ID CRA HC Segment identifier 3 Line No 001 HC Each payment will generate a seperate document 4 Line Beg Budget FY null HC 5 Line End Budget FY null HC 6 Line Fund null HC 7 XOrganization null HC 8 Sat Station null HC 9 XProgram null HC 10 Revenue Source null HC 11 Sub Rev Source null HC 12 Budget Object Code null HC 13 Sub BOC null HC 14 Travel Type null HC 15 Job Number null HC 16 Report Category null HC 17 GL Account null HC 18 Vendor ID null HC 19 Vendor Address Code null HC 20 Line Amount 15N VAR Amount of collection 21 Incr/Decr Indicator I HC I for increase 22 Partial Final Ind null HC 23 Line Trans Type 2A VAR Refund (01) or Reimbursement (05) 24 Ref Trans Code BD HC Referenced transaction code 25 Ref Trans Numb 11A VAR Bill Number 26 Ref Trans Line 001 HC Document line to which collection is applied 27 Check Number null HC 28 Advance Flag null HC 29 Line Description null HC 30 Agreement Numb null HC 31 Travel Advance Numb null HC 32 Action Out null HC 33 Cost Center null HC 34 Cost Sat Station null HC 35 Reclass Adv Ind null HC


Appendix 2

B. SUMMARY CASH RECEIPT (CR) DOCUMENT

CONTROL SEGMENT


1 Segment-ID CTL HC Segment identifier 2 Source System ARS HC Source system identification 3 Destination System FMS HC Destination system identification 4 Submitting Stations 3A VAR IFCAP Station 5 Transaction class DOC HC DOC indicates document transaction 6 Transaction code CR HC CR indicates cash receipt document 7 SEC1 code 4A HC VHA = 10, VBA = 20 8 Batch number null HC 9 Transaction Number 11A VAR Station(3) + Fiscal Year(1) + K + Sequential(5) + 0 10 Transaction Date 8N VAR Calender date of creation of document (YYYYMMDD) 11 Transaction Time 6N VAR Calender time of creation of document (HHMMSS) 12 Sequence Number 3N VAR Transaction part Sequence Number of Sequence Total 13 Sequence Total 3N VAR Total number of transaction parts 14 Version 3A VAR IFCAP-FMS Interface Version


Appendix 2

DOCUMENT SEGMENTS



2 Segment ID CR1 HC Segment identifier 3 Trans code CR HC CR indicates a Cash Receipt document 4 Trans Number 11A VAR Station(3) + Fiscal Year(1) + K + Sequential(5) + 0 5 Header XDivision 4A HC VHA = 10, VBA = 20 6 IFCAP flag N HC IFCAP update control point

7 Segment ID CR2 HC Segment identifier 8 Record Year 2N VAR Calender year of receipt deposit 9 Record Month 2N VAR Calender month of receipt deposit 10 Record Day 2N VAR Calender day of receipt deposit 11 Fisc Month null HC 12 Fisc Year null HC 13 Beg Budget FY null HC 14 End Budget FY null HC 15 Document Type null HC 16 Document Action E HC E is for original entry document 17 Acctg Trans Type null HC 18 Offset Cash Account null HC 19 Deposit Number 12A VAR SF-215 # 20 Fund null HC 21 Document Total 15N VAR Amount of collection for fund 22 Billed Fund null HC 23 Accomplished Year 2N VAR Current calendar year 24 Accomplished Month 2N VAR Current calendar month 25 Accomplished Day 2N VAR Current day of current calendar month 26 Disbursing Office null HC 27 HDR Ref Trans Code null HC 28 HDR Ref Trans null HC

Number


Appendix 2

LINE SEGMENTS



2 Segment ID CRA HC Segment identifier 3 Line No 001 HC Line # 4 Line Beg Budget FY 2N VAR Current Fiscal Year 5 Line End Budget FY null HC 6 Line Fund 6A VAR Appropriation code: 5014(MCCR) 2431(CATC)

3220(ADMIN) 1435(INT) 0869(Judicial Fees) 7 XOrganization 3N VAR Station number 8 Sat Station null HC* *If these fields are activated, it will be necessary to

undertake a major reconfiguration of the current AR software...

9 XProgram null HC* 10 Revenue Source ARRV HC 11 Sub Rev Source null HC* 12 Budget Object Code null HC* 13 Sub BOC null HC* 14 Travel Type null HC 15 Job Number null HC* 16 Reporting Category null HC* 17 GL Account null HC 18 Vendor ID null HC 19 Vendor Address Code null HC 20 Line Amount 15N VAR Amount of collection for appropriation 21 Incr/Decr Indicator I HC I for increase 22 Partial Final Ind null HC 23 Line Trans Type 23 HC 24 Ref Trans Code null HC 25 Ref Trans Number null HC 26 Ref Trans Line null HC 27 Check Number null HC 28 Advance Flag null HC 29 Line Description null HC 30 Agreement Numb null HC 31 Travel Advance Numb null HC 32 Action Out null HC 33 Cost Center null HC* 34 Cost Sat Station null HC* 35 Reclass Adv Ind null HC


Appendix 2

C. OVERCOLLECTION PAYMENT (OP) DOCUMENT

CONTROL SEGMENT


1 Segment ID CTL HC Segment Identifier 2 Source System ARS HC Source system identification 3 Destination System FMS HC Destination system identification 4 Submitting Stations 3A VAR IFCAP Station 5 Transaction Class DOC HC Document transaction 6 Transaction Code OP HC Transaction Code 7 SEC1 Code 10 HC Security 1 Code 8 Batch Number null HC 9 Transaction Number 11A VAR Station(3) + Fiscal Year(1) + K + Sequential(5) + 0 10 Transaction Date 8N VAR Calender date document created (YYYYMMDD) 11 Transaction Time 6N VAR Time document created (HHMMSS) 12 Sequence Number 3N VAR Transaction part Sequence Number of Sequence Total 13 Sequence Total 3N VAR Total number of transaction parts 14 Version 3N VAR IFCAP-FMS Interface Version


Appendix 2

DOCUMENT SEGMENTS


1 Segment ID DOC HC Segment Identifier

2 Segment ID PV1 HC Segment Identifier 3 Trans Code OP HC Document ID 4 Trans Number 11A VAR Station(3) + Fiscal Year(1) + K + Sequential(5) + 0 5 Header XDivision 10 HC DOC ID SEC1

6 Segment ID PV2 HC Segment Identifier 7 Record Month 2N VAR Refund processed on this calender month 8 Record Day 2N VAR Refund processed on this calender day 9 Record Year 2N VAR Refund processed on this calender year 10 Fisc Month null HC 11 Fisc Year null HC 12 HDR Budget FY null HC 13 HDR End Budget FY null HC 14 Document Action E HC Original Document 15 HDR Trans Type 01 HC 01 = Payment of overcollection revenue 16 Document Type null HC 17 Sched Year 2N VAR Current calender year 18 Sched Month 2N VAR Current calender month 19 Sched Day 2N VAR Current calender day 20 Voucher-Schedule Typ null HC 21 HDR Fund null HC 22 Document Desc null HC 23 Dispursing Offic null HC 24 FA IND null HC 25 Vendor ID MISCVE HC Vendor Code

T 26 Vendor Address Code null HC 27 Document Total 15N VAR Amount of Refund 28 Vendor Name 30A VAR Veteran Name 29 Vendor Address Line 1 30A VAR Address #1 30 Vendor Address Line 2 30A VAR Address #2 31 City 19A VAR City 32 State Code 2A VAR State 33 Zip Code 9A VAR Zip 34 Hand Pick CK IND null HC


Appendix 2

LINE SEGMENTS


1 Segment ID LIN HC Segment Identifier

2 Segment ID PVA HC Segment Identifier 3 Line No 001 HC Line # 4 Ref Trans Code null HC 5 Ref Trans Number null HC 6 Ref Trans Line null HC 7 Accept Year null HC 8 Accept Month null HC 9 Accept Day null HC 10 Vendor Invoice null HC 11 Vendor Invoice Line null HC 12 Line Desciption null HC 13 Line Trans Type null HC 14 Line Budget FY 2N VAR Fiscal Year 15 Line End Budget FY null HC 16 Line Fund 5014 HC Appropriation 17 XOrganization 3N VAR Station number 18 Sat Station null* HC *If these fields are activated, it will be necessary to


19 Cost Center null* HC 20 Cost Sat Station null* HC 21 XProgram null* HC 22 Budget Object Code null* HC 23 Sub BOC null* HC 24 Job Number null* HC 25 Reporting Category null* HC 26 GL Account null HC 27 Quantity null HC 28 Revenue Source ARRV HC 29 Sub Rev Source null* HC 30 Vendor Invoice Year null HC 31 Vendor Invoice Month null HC 32 Vendor Invoice Day null HC 33 Int Reason Code null HC 34 Line Amount 15N VAR Amount of payment 35 Incr/Decr Indicator I HC I = original entry 36 Partial Final IND null HC 37 VI Log Year null HC 38 VI Log Month null HC 39 VI Log Day null HC 40 Line Type null HC 41 Related GBL null HC


Appendix 2

D. WRITE-OFF (WR) DOCUMENT

CONTROL SEGMENT


1 Segment ID CTL HC Segment Identifier 2 Source System ARS HC Source system identification 3 Destination System FMS HC Destination system identification 4 Submitting Stations 3A VAR IFCAP Station 5 Transaction Class DOC HC Document transaction 6 Transaction Code WR HC Transaction Code 7 Sec1 Code 4A HC VHA = 10, VBA = 20 8 Batch Number null HC 9 Transaction Number 11A VAR Station(3) + Fiscal Year(1) + K + Sequential(5) + 0 10 Transaction Date 8N VAR Calender date document created (YYYYMMDD) 11 Transaction Time 6N VAR Time document created (HHMMSS) 12 Sequence Number 3N VAR Transaction part Sequence Number of Sequence Total 13 Sequence Total 3N VAR Total number of transaction parts 14 Version 3N VAR IFCAP-FMS Interface Version


Appendix 2

DOCUMENT SEGMENTS



2 Segment ID CR1 HC Segment identifier 3 Trans code WR HC WR indicates a Write Off document 4 Trans Number 11A VAR Station(3) + Fiscal Year(1) + K + Sequential(5) + 0 5 Header XDivision 4N HC VHA = 10, VHB = 20

6 Segment ID CR2 HC Segment identifier 7 Record Year 2N VAR Calender year of write-off 8 Record Month 2N VAR Calender month of write-off 9 Record Day 2N VAR Calender day of write-off 10 Fisc Month null HC 11 Fisc Year null HC 12 Beg Budget FY null HC 13 End Budget FY null HC 14 Document Type null HC 15 Document Action E HC E is for original entry document 16 Acctg Trans Type null HC 17 Offset Cash Account null HC 18 Deposit Number 12’9s’ HC Deposit Number 19 Fund null HC 20 Document Total 15N VAR Write-off “unassigned” amount (Each write-off will generate

a seperate document) 21 Billed Fund null HC 22 Accomplished Year 2N VAR Current calendar year 23 Accomplished Month 2N VAR Current calendar month 24 Accomplished Day 2N VAR Current day of current calendar month 25 Disbursing Office null HC 26 HDR Ref Trans Code null HC 27 HDR Ref Trans null HC

Number


Appendix 2

LINE SEGMENTS



2 Segment ID CRA HC Segment identifier 3 Line No 001 HC Same line as BD line referenced 4 Line Beg Budget FY null HC 5 Line End Budget FY null HC 6 Line Fund null HC 7 XOrganization null HC 8 Sat Station null HC 9 XProgram null HC 10 Revenue Source null HC 11 Sub Rev Source null HC 12 Budget Object Code null HC 13 Sub BOC null HC 14 Travel Type null HC 15 Job Number null HC 16 Report Category null HC 17 GL Account null HC 18 Vendor ID null HC 19 Vendor Address Code null HC 20 Line Amount 15N VAR Amount of write-off 21 Incr/Decr Indicator I HC I for increase 22 Partial Final Ind null HC 23 Line Trans Type 2A VAR 01 = Refund, 02 = Reimbursement 24 Ref Trans Code BD HC Reference Trans code 25 Ref Trans Numb 11A VAR Bill Number 26 Ref Trans Line 001 HC Reference Trans line 27 Check Number null HC 28 Advance Flag null HC 29 Line Description null HC 30 Agreement Numb null HC 31 Travel Advance Numb null HC 32 Action Out null HC 33 Cost Center null HC 34 Cost Sat Station null HC 35 Reclass Adv Ind null HC


Appendix 2

E. STANDARD VOUCHER (SV) DOCUMENT

CONTROL SEGMENT


1 Segment ID CTL HC Segment Identifier 2 Source System ARS HC Source system identification 3 Destination System FMS HC Destination system identification 4 Submitting Stations 3A VAR IFCAP Station 5 Transaction Class DOC HC Document transaction 6 Transaction Code SV HC Transaction code 7 SEC1 Code 10 HC Security code 1 8 Batch Number null HC 9 Transaction Number 11A VAR Station(3) + Fiscal Year(1) + K + Sequential(5) + 0 10 Transaction Date 8N VAR Calender date document created (YYYYMMDD) 11 Transaction Time 6N VAR Time document created (HHMMSS) 12 Sequence Number 3N VAR Transaction part Sequence Number of Sequence Total 13 Sequence Total 3N VAR Total number of transaction parts 14 Version 3N VAR IFCAP-FMS Interface Version


Appendix 2

DOCUMENT SEGMENTS



2 Segment ID SV1 HC Segment identifier 3 Trans code SV HC SV indicates a Standard Voucher document 4 Trans Number 11A VAR Station(3) + Fiscal Year(1) + K + Sequential(5) + 0 5 Header XDivision 10 HC Security 1 code

6 Segment ID SV2 HC Segment identifier 7 Record Year 2N VAR Calender year of summary 8 Record Month 2N VAR Calender month of summary 9 Record Day 2N VAR Calender day of summary 10 Fisc Month null HC 11 Fisc Year null HC 12 Document Action E HC E is for original entry document 13 HDR EXP REV GL IND null HC 14 Header Budget FY null HC 15 Header End Budget FY null HC 16 Header Fund null HC 17 Reversal Fisc Year 2N VAR Fiscal year of next month 18 Reversal Fisc Month 2N VAR Fiscal month of next month 19 Document Description null HC 20 Budget Override IND null HC 21 Document Total 15N VAR Accrual total 22 Header Description null HC


Appendix 2

LINE SEGMENTS



2 Segment ID SVA HC Segment identifier 3 Line No 001 HC Each payment will generate a seperate document 4 Acctg Trans Type 21 HC Summary receivables 5 Budget FY 2N HC Fiscal year beginning 6 End Budget FY null HC 7 Fund 6A VAR MCCR = 5014

Medical Service = 2431 8 XDivision null HC 9 XOrganization 3N VAR Station number 10 Sat Station null HC* *If these fields are activated, it will be necessary to


11 Cost Center null HC* 12 Cost Sat Station null HC* 13 XProgram null HC* 14 OBJ Rev Srce ARRV HC 15 Sub OBJ Sub Rev Srce null HC* 16 Job Number null HC* 17 Reporting Category null HC* 18 Vendor ID null HC 19 Vendor Address Code null HC 20 Vendor Name null HC 21 Quantity null HC 22 Voucher Schedule Typ null HC 23 Agency Schedule No null HC 24 Disbursing Office null HC 25 Guest Symbol null HC 26 Ref Trans Code null HC 27 Ref Trans Number null HC 28 Ref Trans Line null HC 29 Document Type null HC 30 Vendor Invoice null HC 31 Vendor Invoice Year null HC 32 Vendor Invoice Month null HC 33 Vendor Invoice Day null HC 34 Vendor Invoice Line null HC


Appendix 2

LINE SEGMENTS (CONT.)


1 Segment ID SVB HC Segment identifier 2 Line Amount 15N HC Accrual amount 3 Incr/Decr Indicator I HC "I" for original entry 4 Line Description null HC 5 EXP Rev Gl Ind R HC "R" for revenue 6 Treasury Schedule No null HC 7 Accomplished Year 2N VAR Current calendar year 8 Accomplished Month 2N VAR Current calendar month 9 Accomplished Day 2N VAR Current calendar day (last day of month) 10 Agreement Number null HC 11 Advance Flag null HC 12 Voucher Schedule Cat null HC 13 Agency Schd Fisc YR null HC 14 Obligation Fiscal YR null HC

NOTE: Modification Documents are not sent for summaries.


Appendix 2

F. BILLING (BD) DOCUMENT- REFUND NOTE: The modified Billing Document entries are in bold print.

CONTROL SEGMENT


1 Segment ID CTL HC Segment Identifier 2 Source System ARS HC Source system identification 3 Destination System FMS HC Destination system identification 4 Submitting Stations 3A VAR IFCAP Station 5 Transaction Class DOC HC Document transaction 6 Transaction Code BD HC Transaction code 7 Sec1 Code 4A HC VHA = 10, VBA = 20 8 Batch Number null HC 9 Transaction Number 11A VAR Station(3) + Fiscal Year(1) + K + Sequential(5) + 0 10 Transaction Date 8N VAR Calender date document created (YYYYMMDD) 11 Transaction Time 6N VAR Time document created (HHMMSS) 12 Sequence Number 3N VAR Transaction part Sequence Number of Sequence Total 13 Sequence Total 3N VAR Total number of transaction parts 14 Version 3N VAR IFCAP-FMS Interface Version


Appendix 2

BATCH SEGMENT NOTE: This is used only in the modification Billing Document.


1 Segment ID BAT HC Segment Identifier

1 Segment ID BD0 HC Segment identifier 2 Batch Number 6A VAR Batch # 3 Net null HC 4 Batch Month null HC 5 Batch Day null HC 6 Batch Year null HC 7 Batch CTL Count null HC


Appendix 2

DOCUMENT SEGMENTS



2 Segment ID BD1 HC Segment identifier 3 Trans code BD HC BD indicates a Billing document 4 Trans Number 11A VAR Station(3) + Fiscal Year(1) + K + Sequential(5) + 0

Accounts Receivable billing number 5 Header XDivision 4A HC VHA = 10, VBA = 20

6 Segment ID BD2 HC Segment identifier 7 Record Month 2N VAR Transaction month 8 Record Day 2N VAR Transaction day 9 Record Year 2N VAR Transaction year 10 Fisc Month null HC 11 Fisc Year null HC 12 Acctg Trans Type null HC 13 Beg Budget FY null HC 14 End Budget FY null HC 15 Document Action E HC E: original entry document,M: modification doc. 16 Vendor ID null HC Vendor code: vendors, MISCE: employees, persons

MISCN: insurance company, institutions, (non fed.) MISCG: “ “ (federal) MISCVET: patients

17 Vendor Address Code 2A VAR FMS vendor code (suffix) 28 Document Total 15N VAR Total unsigned line amounts. Decimal point- two places 29 Fund null HC 30 Document Type null HC 31 Document Description null HC 32 Vendor Name 30A VAR Station name 33 Vend Address Line1 30A VAR Station address 1 34 Vend Address Line2 30A VAR Station address 2 35 Vend City 19A VAR Station city 36 Vend State Code 2A VAR Station state 37 Vend Zip 1 5A VAR Station zip 1 38 Vend Zip 2 4A VAR Station zip 2 39 Bill Print Flag N HC Never printed from FMS 40 Collected Due YY null HC 41 Collected Due MM null HC 42 Collected Due DD null HC 43 Interest Rate null HC 44 Text Type null HC 45 Waiver Flag A HC All charges waived


Appendix 2

LINE SEGMENTS



2 Segment ID BDA HC Segment identifier 3 Line No 001 HC Each payment will generate a seperate document. SAME AS

ORIGINAL 4 Line Beg Budget FY null HC Fiscal year beginning 5 Line End Budget FY null HC Fiscal year ending 6 Line Fund 6A VAR Fund 7 XOrganization null VAR *If spending station required, infer from station field in

*7A control point table 8 Sat Station null VAR *If spending substation required, prompt user for

*2A information 9 XProgram null VAR *If spending OCP required, infer from OCP field in control

*9A point table 10 Revenue Source null HC 11 Sub Rev Source null HC 12 Budget Object Code null VAR *If spending BOC required, prompt user for information

*4A 13 Sub BOC null VAR *If spending sub-BOC required, prompt user for information

*2A 14 Job Number null VAR *If spending job required, infer from job field in control

*8A point table 15 Report Category null HC 16 GL Account null HC 17 Line Amount 15N VAR Bill amount ortransaction amount 18 Incr/Decr Indicator 1A VAR I For increase or original entry

D For decrease 19 Line Description * HC *AR_INTERFACE 20 Ref Trans Code null HC 21 Ref Trans Line null HC 22 Line Trans Type 01 HC Refund receivable 23 Text Type null HC 24 Interest Rate null HC 25 Travel Type null HC 26 Travel Advance Numb null HC 27 Source of Overpayment null HC 28 Overpayment Type null HC 28 Action Out null HC 29 Cost Center null VAR *If spending cost center required, infer from first four

*7A characters of the IFCAP cost center code + 00 30 Cost Sat Station null VAR *If spending sub cost center required, infer last two

*7A characters of the IFCAP cost center code


Appendix 2

G. BILLING (BD) DOCUMENT- REIMBURSEMENT NOTE: The modified Billing Document entries are in bold print.

CONTROL SEGMENT


1 Segment ID CTL HC Segment Identifier 2 Source System ARS HC Source system identification 3 Destination System FMS HC Destination system identification 4 Submitting Stations 3A VAR IFCAP Station 5 Transaction Class DOC HC Document transaction 6 Transaction Code BD HC Transaction code 7 Sec1 Code 4A HC VHA = 10, VBA = 20 8 Batch Number null HC 9 Transaction Number 11A VAR Station(3) + Fiscal Year(1) + K + Sequential(5) + 0 10 Transaction Date 8N VAR Calender date document created (YYYYMMDD) 11 Transaction Time 6N VAR Time document created (HHMMSS) 12 Sequence Number 3N VAR Transaction part Sequence Number of Sequence Total 13 Sequence Total 3N VAR Total number of transaction parts 14 Version 3N VAR IFCAP-FMS Interface Version


Appendix 2

BATCH SEGMENT NOTE: This is used only in the modification Billing Document.


1 Segment ID BAT HC Segment Identifier

1 Segment ID BD0 HC Segment identifier 2 Batch Number 6A VAR Batch # 3 Net null HC 4 Batch Month null HC 5 Batch Day null HC 6 Batch Year null HC 7 Batch CTL Count null HC


Appendix 2

DOCUMENT SEGMENTS



2 Segment ID BD1 HC Segment identifier 3 Trans code BD HC BD indicates a Billing document 4 Trans Number 11A VAR Station(3) + Fiscal Year(1) + K + Sequential(5) + 0

Accounts Receivable bill number 5 Header XDivision 4A HC VHA = 10, VBA = 20

6 Segment ID BD2 HC Segment identifier 7 Record Month 2N VAR Transaction month 8 Record Day 2N VAR Transaction day 9 Record Year 2N VAR Transaction year 10 Fisc Month null HC 11 Fisc Year null HC 12 Acctg Trans Type null HC 13 Beg Budget FY null HC 14 End Budget FY null HC 15 Document Action E HC E is for original entry document

M is for modification document 16 Vendor ID null HC Vendor code: vendors, MISCE: employees, persons

MISCN: insurance company, institutions, (non fed.) MISCG: “ “ (federal) MISCVET: patients

17 Vendor Address Code 2A VAR FMS vendor code (suffix) 28 Document Total 15N VAR Total unsigned line amounts. Decimal point- two places 29 Fund null HC 30 Document Type null HC 31 Document Description null HC 32 Vendor Name 30A VAR Station name 33 Vend Address Line1 30A VAR Station address 1 34 Vend Address Line2 30A VAR Station address 2 35 Vend City 19A VAR Station city 36 Vend State Code 2A VAR Station state 37 Vend Zip 1 5A VAR Station zip 1 38 Vend Zip 2 4A VAR Station zip 2 39 Bill Print Flag N HC Never printed from FMS 40 Collected Due YY null HC 41 Collected Due MM null HC 42 Collected Due DD null HC 43 Interest Rate null HC 44 Text Type null HC 45 Waiver Flag A HC All charges waived


Appendix 2

LINE SEGMENTS



2 Segment ID BDA HC Segment identifier 3 Line No 001 HC Each payment will generate a seperate document. SAME AS

ORIGINAL 4 Line Beg Budget FY null HC Fiscal year beginning 5 Line End Budget FY null HC Fiscal year ending 6 Line Fund 6A VAR Fund 7 XOrganization null VAR *If revenue station required, prompt user for information

*7A 8 Sat Station null VAR *If revenue substation required, prompt user for information

2A 9 XProgram null VAR *If revenue OCP required, prompt user for information

*9A 10 Revenue Source null VAR *If revenue source required, hard code ARRV

*ARRV 11 Sub Rev Source null VAR *If sub-revenue source required, prompt user for information

*4A 12 Budget Object Code null HC 13 Sub BOC null HC 14 Job Number null VAR *If job reqiured, prompt user for information

*8A 15 Report Category null HC 16 GL Account null HC 17 Line Amount 15N VAR Bill amount ortransaction amount 18 Incr/Decr Indicator 1A VAR I For increase

D For decrease 19 Line Description * HC *AR_INTERFACE 20 Ref Trans Code null HC 21 Ref Trans Line null HC 22 Line Trans Type 02 HC Reimbursement receivable 23 Text Type null HC 24 Interest Rate null HC 25 Travel Type null HC 26 Travel Advance Numb null HC 27 Source of Overpayment null HC 28 Overpayment Type null HC 28 Action Out null HC 29 Cost Center null HC 30 Cost Sat Station null HC


Appendix 2

H. CONFIRMATION DOCUMENT

CONTROL SEGMENT


1 Segment ID CTL HC Segment Identifier 2 Source System FMS HC Source system identification 3 Destination System ARS HC Destination system identification 4 Submitting Station 3A VAR IFCAP Station 5 Transaction Class DCT HC Document Confirmation Transaction 6 Transaction Code 2A VAR Transaction code 7 Sec1 Code 4A HC VHA = 10, VBA = 20 8 Batch Number null HC 9 Transaction Number 11A VAR Station(3) + Fiscal Year(1) + K + Sequential(5) + 0 10 Transaction Date 8N VAR Calender date document created (YYYYMMDD) 11 Transaction Time 6N VAR Time document created (HHMMSS) 12 Sequence Number 3N VAR Transaction part Sequence Number of Sequence Total 13 Sequence Total 3N VAR Total number of transaction parts 14 Version 3A VAR IFCAP-FMS Interface Version


Appendix 2

BATCH SEGMENTS


1 Segment ID BAT HC Segment identifier

2 Segment ID DCB HC Segment identifier 3 Station 3A VAR Station 4 Status A or R VAR A = Accepted, R = Rejected 5 User ID 6A VAR User identification 6 Batch Number 6A VAR 7 ERR Code 1 5A VAR First error code 8 ERR Message 1 30A VAR First error message 9 ERR Code 2 5A VAR Second error code 10 ERR Message 2 30A VAR Second error message 11 ERR Code 3 5A VAR 12 ERR Message 3 30A VAR 13 ERR Code 4 5A VAR 14 ERR Message 4 30A VAR 15 ERR Code 5 5A VAR 16 ERR Message 5 30A VAR 17 ERR Code 6 5A VAR 18 ERR Message 6 30A VAR 19 ERR Code 7 5A VAR 20 ERR Message 7 30A VAR 21 ERR Code 8 5A VAR 22 ERR Message 8 30A VAR 23 ERR Code 9 5A VAR 24 ERR Message 9 30A VAR 25 ERR Code 10 5A VAR 26 ERR Message 10 30A VAR


Appendix 2

DOCUMENT SEGMENTS



2 Segment ID DCD HC Segment identifier 3 Station 3A VAR Station 4 Status A or R VAR A = Accepted, R = Rejected 5 User ID 6A VAR User identification 6 Sec1 Code 4A VAR VHA = 10, VBA = 20 7 Transaction Code 2A VAR Transaction code 8 Transaction Document 11A VAR Transaction document number

Number 9 ERR Code 1 5A VAR First error code 10 ERR Message 1 30A VAR First error message 11 ERR Code 2 5A VAR Second error code 12 ERR Message 2 30A VAR Second error message 13 ERR Code 3 5A VAR 14 ERR Message 3 30A VAR 15 ERR Code 4 5A VAR 16 ERR Message 4 30A VAR 17 ERR Code 5 5A VAR 18 ERR Message 5 30A VAR 19 ERR Code 6 5A VAR 20 ERR Message 6 30A VAR 21 ERR Code 7 5A VAR 22 ERR Message 7 30A VAR 23 ERR Code 8 5A VAR 24 ERR Message 8 30A VAR 25 ERR Code 9 5A VAR 26 ERR Message 9 30A VAR 27 ERR Code 10 5A VAR 28 ERR Message 10 30A VAR


Appendix 2

LINE SEGMENTS



2 Segment ID DCL HC Segment identifier 3 Station 3A VAR Station 4 User ID 6A VAR User identification 5 Line No 3A VAR 001-999 6 ERR Code 1 5A VAR First error code 7 ERR Message 1 30A VAR First error message 8 ERR Code 2 5A VAR Second error code 9 ERR Message 2 30A VAR Second error message 10 ERR Code 3 5A VAR 11 ERR Message 3 30A VAR 12 ERR Code 4 5A VAR 13 ERR Message 4 30A VAR 14 ERR Code 5 5A VAR 15 ERR Message 5 30A VAR 16 ERR Code 6 5A VAR 17 ERR Message 6 30A VAR 18 ERR Code 7 5A VAR 19 ERR Message 7 30A VAR 20 ERR Code 8 5A VAR 21 ERR Message 8 30A VAR 22 ERR Code 9 5A VAR 23 ERR Message 9 30A VAR 24 ERR Code 10 5A VAR 25 ERR Message 10 30A VAR


Appendix 2

I. RECONCILIATION DOCUMENT

CONTROL SEGMENT


1 Segment ID CTL HC Segment Identifier 2 Source System FMS HC Source system identification 3 Destination System ARS HC Destination system identification 4 Submitting Station 3A VAR IFCAP Station 5 Transaction Class OBR HC Outstanding Bill Reconciliation Statement 6 Transaction Code null HC 7 Sec1 Code null HC 8 Batch Number null HC 9 Transaction Number 11A VAR Station(3) + Fiscal Year(1) + K + Sequential(5) + 0 10 Transaction Date 8N VAR Calender date document created (YYYYMMDD) 11 Transaction Time 6N VAR Time document created (HHMMSS) 12 Sequence Number 3N VAR Transaction part Sequence Number of Sequence Total 13 Sequence Total 3N VAR Total number of transaction parts 14 Version 3A VAR IFCAP-FMS Interface Version

LINE SEGMENT


1 Segment ID OBR HC Segment Identifier 2 Station 3A HC Station # 6 Transaction Code 2A VAR Transaction code 9 Transaction Number 11A VAR Station(3) + Fiscal Year(1) + K + Sequential(5) + 0 13 Line No 3N VAR 001-999 14 Line Amount 17N VAR Outstanding dollar amount for the line


Glossary AccountRecords established for an individual debtor in the AR Debtor file. Oneaccount can have any number of bills, just as a VISA or Master Cardaccount can be used for multiple purchases.

Accounting Classification Code (ACC)Nine-character codes used for dudget purposes. The FMS ACC’s replaceCALM Fund Control Points.

Accounting TechnicianThe person in Fiscal Service who is responsible for processing accountingtransactions.

Account ProfileA screen display or printout showing a summary of activity on an entireAccounts Receivable (refer to Transaction Profile for a view of a singletransaction on an account).

Accounts ReceivableIn the broadest sense, these are debts owed to the Department of VeteransAffairs. Throughout the documentation, this term is used interchangeablywith the term "bills" for ease of expression. The Accounts Receivable sectionof Fiscal Service is that person or group of people whose duty it is toestablish and maintain debtor account records.

Accounts Receivable ClerkThe person in Fiscal who establishes, audits, and maintains the station'sdebt collection files.

AdjustmentA transaction that makes an administrative change to the principal balanceof a Bill or an account.

Admin ChargeAn administrative charge incurred during the debt collection process andadded to an account's principal balance. Fees for locator searches, marshallfees, and court costs are administrative charges.

Agent CashierThe person in Fiscal Service (often physically located elsewhere) who makesor receives payments on debtor accounts and issues official receipts.

ADP Security OfficerThe individual at your station who is responsible for the security of thecomputer system, both its physical integrity and the integrity of the recordsstored in it. Includes overseeing who has access to which files.


Glossary

AMISAutomated Management Information System.

Application CoordinatorThe individuals responsible for the implementation, training andtroubleshooting of the AR software package.

Batch Number (this is not the FMS batch number)The number assigned to an Agent Cashier batch payment.

BillA receivable that has been generated by a billing service or section. See theBill types 1080, 1081, 1114, or UB-82.

Bill for CollectionThe actual Bill produced by an 1114 type billing. Formerly the second(carbon copy) page of the preprinted Form 1114 — now only accessible tothe Accounts Receivable Section as an electronic Bill.

Billing ClerkThat person in a billing service or section that is responsible for generatingbills.

Billing CycleThe life cycle of a Bill. From generation through approval, transmission toAR, mailing to the debtor, and being liquidated by posted payments untilthe debt has been paid.

Bill NumberEach Bill has a unique number, tracked by service/section, which is used toidentify it. It is usually assigned automatically by the system (see CommonBill Numbering Series).

Billing Document (BD)An Accounts Receivable document created by using the Billing module inthe AR system: an SF-1080 or and OF-1114.

Budget Object Code (BOC)Four-digit number used to identify purchases. The FMS BOC’s areequivalent to CALM subaccounts.

Cash Receipt (CR)An Accounts Receivable document used to record deposit information fromthe SF-215 Deposit Ticket into FMS.

Category C (Hospital Care)Entitlement category for inpatient care in a VA Medical Center; non-serviceconnected veterans whose income level exceeds certain minimums asdetermined by the MAS eligibility unit.


Glossary

Category C (Nursing Home Care) Entitlement category for long-term care in a VA Nursing Home; non-service connected veterans whose income level exceeds certain minimums as determined by the MAS eligibility unit.

Category C (Outpatient Care) Entitlement category for outpatient care at a VA Medical Center; non-service connected veterans whose income level exceeds certain minimums as determined by the MAS eligibility unit.

Common Bill Numbering Series A series of numbers set aside for each billing service/section, the system uses this series to assign Bill numbers automatically whenever the billing clerk needs to generate a new Bill.

Common Numbering Series Numbers used by Accounting Technicians to generate new accounting transactions for AR. The Application Coordinators will establish the Common Numbering Series used by your facility.

Correction A change made to a billing record before the initial Bill is generated.

COWC The Committee on Waivers and Compromise. An appellate body, located in The Department of Veterans Affairs Veterans Benefits Administration Regional Offices.

Credit A payment which, when posted to an account, reduces the principal balance (the debt). Scheduled payments under a repayment plan are credits.

Crime of Personal Violence The result of a crime of personal violence; occurs in a state where the victim is entitled to receive health care and services at the expense of the state or a political subdivision. Billings are forwarded to the District Counsel for collection.

DC The Department of Veterans Affairs' Office of the District Counsel. District Counsel areas of responsibility do not correspond to the Veterans Health Service and Research Administration regions.

Debit A charge or fee which when posted to an account increases the principal balance (the debt). Interest and administrative charges are debits.

Debt Collection This is the official name given to the process of sending out bills and collecting payments.


Glossary

Debtor A patient, person, vendor, insurance company, or institution who owes the VA money.

Default A normal or suggested response that is provided by the system.

Demand Letter The follow-up letters that are sent to a debtor, reminding them of the outstanding debt are called demand letters.

DOJ The United States Department of Justice.

Electronic Signature The electronic signature replaces the written signature on all AR documents used within your facility. Documents going off-station will require a written signature as well. The electronic signature code is used by all individuals who have the authority to approve actions (approve requests, purchase orders, obligations, etc.). The electronic signature is encrypted so that no one, not even a computer programmer, can tell what it is.

Federal Tax ID A unique number that identifies your station to the Internal Revenue Service.

FL 4-480 The first demand letter for Ineligible category debtors.

FL 4-481 The first demand letter for Humanitarian category debtors.

FL 4-482 The second demand letter for Ineligible, Humanitarian and Category C debtors.

FL 4-483 The third demand letter for debts under $200 for medical care.

FL 4-484 The third demand letter for debts between $200 and $1200 for medical care.

FL 4-485 The third demand letter for debts over $1200 for medical care.

FL 4-513 The first demand for Category C (Means Test) debts.

FMS Financial Management System which handles all centralized accounting and has replaced the CALM system.


Glossary

FMS Document ID (DOC ID)The station number + a unique document number. Formerly called theCALM PAT number.

GLThe General Ledger to which all accounting transactions are posted.

HoldA hold is a temporary restriction placed on mailing demand letters for aparticular account. It is usually used when a debtor has madearrangements to pay the debt and letters would be redundant.

HumanitarianHumanitarian billings are for non-veterans treated at a VA facility for amedical emergency. Also includes veterans treated under presumedeligibility later found to be ineligible.

ICDInterest Computation Date. Usually the date of the first demand letter.(NOTE: Do not confuse this with the International Classification of Diseasecodes—usually referred to as the ICD-9 Codes.)

IneligibleIneligibles are veterans who have received medical care at a VA facility, butwere later found not entitled to such service.

Integrated BillingIntegrated Billing (IB) is a software package that acts as an interfacebetween the service that establishes a debt and the billing process in AR.

Invoice AddressThe address printed on a purchase order to instruct the vendor where tomail his/her invoice.

Insurance Company FileFile Number 36 holds information about the insurance companies that yourstation does business with. Debtor's address may be drawn from this filebut is maintained separately. If the desired company is not in the file,contact MAS to have it added.

InterestAmount charged to an account being paid on a repayment plan for carryingthe account or on delinquent accounts.

National Roll-UpThe National Roll-Up software includes a central database to reside at theSan Francisco ISC and interface software to reside at each field station.The interface software collects Accounts Receivable data from AR Version4.5 and sends this data to the central database. The ISC will then process


Glossary

the AR data collected to centrally produce, for all sites, the VA Schedule 9Report for the U.S. Treasury.

No-fault Auto AccidentUsed for medical care required as the result of a motor vehicle accident in astate which has no-fault automobile insurance.

OFMOffice of Financial Management.

Overpayment Document (OP)FMS document used to create manual refunds to veterans and insurancecompanies. Formerly a 972.13 CALM code sheet.

PAT NumberFormerly, a unique number used to identify a CALM document. FMS DOCID replaces the CALM PAT.

Patient Statement of AccountThe monthly statement for patient type debtors, reflecting all activity (bothcharges and payments) recorded for that patient since his last statementwas printed.

RDRegional Director.

Referral AmountThreshold amounts that determine (often independently) which accountsare referred to the District Counsel or the Department of Justice.

Repayment PlanIf a debt is so large that the debtor can't repay it in a lump sum aRepayment Plan may be established to pay it in regularly scheduledinstallments. Can be established by the Fiscal Officer or as the result ofnegotiations with the District Counsel or Department of Justice.

Schedule 9A detailed report of receivables due to the VA. It categorizes receivables byage and status. With the release of the National Roll-up software, Schedule9 will be centrally produced in San Francisco.

Site ParametersInformation (such as station number, cashier's address, billing address, etc.)that is unique to your station. All of AR uses a single Site Parameter file.

Tasked JobA job, usually a printout, that has been scheduled to run at a predeterminedtime. Tasked jobs are set up to run without having a person watching overthem.


Glossary

Tort FeasorUsed for medical care provided as the result of a crime. A type of billing inwhich a firm receivable is not recorded until it is paid.

TransactionAny action that affects a Bill or an account. All transactions are numberedsequentially and can be examined individually.

Transaction NumberA number assigned by the computer for an activity against a debt (such asincrease adjustment, decrease adjustment, payment, etc.)

Transaction ProfileA screen display or printout that shows a summary of a single transaction.

UB-92Uniform Bill 92 is a statement of charges for medical care used for allpatient billing. Its use is restricted to the IB portion of the MedicalAdministration automated system.

VA Form 1080A billing form used to transfer funds from one government agency toanother when a check will be issued.

VA Form 1081A billing form used to Bill other government agencies.

VA Form 1114This form has been discontinued and has been replaced by the electronicBill of Collection.

Vendor FileAn AR file of all the vendors the facility does business with. This file, File#440, contains ordering and billing address, contract information, andtelephone numbers. The debtor's address may be drawn from this file, but ismaintained separately. If the desired vendor is not in the file, contactA&MM Service to have it added.

Vendor ID NumberThe ID number assigned to a vendor.

Workmen's CompensationUsually referred to as Worker's Comp. Medical care provided as a result ofan incident/accident occurring during a veteran's employment and coveredby the Office of Worker's Compensation Program (OWCP).

Write-off Document (WR)FMS document created to record an Accounts Receivable write-off.


Glossary


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